Supply of Exercise Books to Yorkshire Purchasing Organisation
Refills for school notebooks. School books. Exercise papers. The Supply of Exercise Books.
United Kingdom-Hertford: Exercise books
Section I: Contracting authority
Hertfordshire County Council
Strategic Procurement Group, County Hall, Pegs Lane
For the attention of: Anita Shipman
SG13 8DQ Hertford
Telephone: +44 1707292468
Fax: +44 1992588416
General address of the contracting authority: http://hertscc.g2b.info
Address of the buyer profile: http://supplyhertfordshire.g2b.info/hpf/ following the instructions given in VI.3 (Additional Information)
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
The contracting authority is purchasing on behalf of other contracting authorities: yes
Hampshire County Council
Bar End Road
SO23 9NR Winchester
Section II: Object of the contract
NUTS code UKH23
Duration of the framework agreement
Duration in months: 24
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 3 787 500 GBP
22830000, 22831000, 22111000, 22832000
Tenders may be submitted for one or more lots
This contract shall have a contract period of 2 years with the option to extend on an annual basis for up to a maximum of a further 2 years at the sole discretion of the Contracting Authority. The estimated total value of the Contract stated in 11.1.4 is for the core contract period and does not include the value of any extension period. Further details of the requirement are available on the following link: http://supplyhertfordshire.g2b.info/hpf/
As part of the Council’s commitment to partnership working the Council is acting as a Central Purchasing Body as defined by the EU Combined Procurement Directive 2004/18/EC and this is a joint collaboration between the members of the Central Buying Consortium.
The current participating members are Hertfordshire County Council and Hampshire County Council. Details of the current participating member authorities’ requirements for delivery of supplies will be stated in the tender documents.
During the framework agreement period there is a possibility that other public sector bodies may wish to participate. In addition to the organisations listed above, the framework agreement is open to all public sector bodies served by the Pro5 Group (comprising The Eastern Shires Purchasing Organisation, Yorkshire Purchasing Organisation, Central Buying Consortium, West Mercia Supplies and The North East Purchasing Organisation) and details of current members of each organisation can be found by following the various organisation website links on the Pro5 Group website http://www.pro5.org/
Also, the framework agreement is open to member authorities of the Regional Improvement and Efficiency Partnership (RIEP) for the East of England (including any successor body) and a current list of member authorities can be found on their website using the following link: http://www.improvementeast.gov.uk/
No fixed list of organisations is set out within the tender exercise and no guarantee can be given as to the exact amount of business which may result from this tender exercise. However, the contractor will be expected to supply the goods to any organisation identified above, including their customers and affiliates, which is authorised by the Contracting Authority. Any organisation that utilises this framework agreement shall do so under the terms and conditions of this agreement.
Information about lots
Lot No: 1 Lot title: Lot 1 – The Supply of Exercise Books
Section III: Legal, economic, financial and technical information
Section IV: Procedure
Section VI: Complementary information
The Contracting Authority (Hertfordshire County Council or the Council), acting on behalf of the Participants, is leading on the procurement process to establish a Framework Agreement for the Supply of Exercise Books (hereinafter referred to as “Goods”) and is seeking suitably qualified Contractor(s) to supply the Goods under any Agreement resulting from this tendering exercise.
The Participants require delivery of the Goods in bulk drops to their central stores. The method of delivery and palletisation will be as stated in within the Tender documents.
The requirement has been split into three Lots as detailed below:
Lot 1 – Exercise Books;
Lot 2 – Exercise Paper;
Lot 3 – Miscellaneous Books.
You are invited to submit your tender for these Goods.
The pattern and volume of demand for Goods may be subject to change and it is stressed that there are no undertakings concerning likely volume of demand. For guidance only an estimated annual quantity is given in the Specification of the Tender documents (Schedule 1). The Participating Authorities do not undertake to purchase that quantity and equally the successful Contractor(s) should be prepared to supply quantities in excess of the figures shown.
The anticipated annual joint expenditure for the Participating Authority’s on these Goods is presently circa GBP 1,893,750 per annum, however the estimated range is between GBP 1,500,000 to GBP 5,000,000. The estimated annual spend can be broken down as follows:
Hertfordshire County Council – GBP 1,159,000.
Hampshire County Council – GBP 734,750.
The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.
Please read this section carefully as it provides full instructions on how to apply for this requirement.
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire.
The Tender Process:
This tender is a one stage process. If you wish to be considered as a tenderer you must complete and submit a Tender Bid by using the Tenderbox through BiP’s Delta by the due date of 12 noon on Monday 14th April 2014. Tender Bids cannot be uploaded after the closing date/time.
Step 1: Registering with Supply Hertfordshire:
To participate in this tender you will need to go into http://supplyhertfordshire.g2b.info/hpf/ and register, thereafter you will be issued with a Username and Password. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this Username and Password secure, and do not pass it to any third parties.
Step 2: Completing your Tender Documents:
To obtain and complete the Tender Documents, you will need to go into the Response Manager area and enter the Access Code 9WR5A2T6AV. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question. If the Council requires further information concerning your tender bid, your organisation will be contacted. However, please provide full details and answer all questions, as the Council reserves the right not to ask tenderers for any further information or clarification.
Step 3: Uploading Your Completed Tender Bid:
Once you have completed your Tender Bid you must then “upload” your completed response into the Tenderbox (Access Code 9WR5A2T6AV) and ensure it has been submitted as a response.
Please make sure you have submitted your Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your Tender Bid.
If you are experiencing problems, then please contact the Delta helpdesk via email at firstname.lastname@example.org or call +44 8452707050 Monday to Friday 8:30 am – 17:30 pm for further assistance.
The Delta system enables questions and answers to be exchanged via the e-mail facility in the Tenderbox and communication with the buyer must happen via this method.
However if questions are deemed to be of relevance to other tenderers the question and answer will be transmitted via the Delta e-mail system to all tenderers.
If you are experiencing problems with the system, then please contact the Delta helpdesk via email at email@example.com or call: +44 8452707050 9 am to 17:30 pm Monday to Friday, for further assistance.
To view this notice, please click here:
GO Reference: GO-201434-PRO-5502653
If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.5)Date of dispatch of this notice:4.3.2014