Tender for Office Furniture, Stationery and Equipment

Tender for Office Furniture, Stationery and Equipment

Desktop Office Solutions. Business and Specialist Stationery and Paper. Collection and Secure Disposal of Confidential Waste. Arts and Craft Materials. Printer Consumables.

UK-Southampton: Various office equipment and supplies

2013/S 040-064103

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Southampton City Council
Procurement Services, One Guildhall Square
For the attention of: Elina Townsend
SO14 7FP Southampton
UNITED KINGDOM
Telephone: +44 2380833997
E-mail: elina.townsend@southampton.gov.uk

Internet address(es):

General address of the contracting authority: www.southampton.gov.uk/supplysouthampton

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)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
Public order and safety
Environment
Housing and community amenities
Social protection
Recreation, culture and religion
Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Office Solutions
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: UK-Southampton.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 000 000 and 16 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

This contract seeks to achieve a supplier(s) for office supplies to include but not be limited to:
Desktop Office Solutions
Business and Specialist Stationery and Paper
Collection and Secure Disposal of Confidential Waste
Arts and Craft Materials
Printer Consumables
Supply and Disposal of General Office Furniture and Seating and Specialist Seating and Furniture to meet Occupational Health referral requirements
Catering disposables
Cleaning materials
Computer peripherals
The tender has been split into 3 Lots.
Lot 1: General Office Supplies and Associated Requirements
Lot 2: Cleaning Materials
Lot 3: Catering Disposables
Bidders may apply for an individual Lot, Multiple Lots and all Lots. Up to 5 of the highest scoring bidders per Lot will be invited to tender and the council shall award to the most economically advantageous solution. This may be a provider to an individual Lot, a provider for multiple Lots or a provider for all Lots. The evaluation methodology will be set out in the Invitation to Tender.
The main location for the delivery of this provision is Southampton, however, in the interests of efficient public procurement, the framework will be accessible (by agreement) to district and borough councils in Hampshire, Hampshire County Council, Portsmouth City Council and local authorities in other neighbouring counties. It will also be accessible to members of the Central Buying Consortium (CBC), members of Improvement and Efficiency South East and members of Pro 5, Arms’ Length Management Organisations (ALMOs) and the police force within Hampshire and other neighbouring counties and all London Boroughs.
Arms’ Length Management Organisations (ALMOs) are listed at – http://www.almos.org.uk/almos_docs.php?typeid=7 Central Buying Consortium (CBC) members are listed at – http://www.cbconline.org.uk/about-cbc/councils/ Improvement and Efficiency South East – for information see – http://www.southeastiep.gov.uk/

Pro 5 members are listed at –http://www.pro5.org/en/text/contact

Other neighbouring counties are – Dorset, Isle of Wight, Wiltshire, Berkshire, Surrey and East and West Sussex.
London Boroughs are listed at www.london.gov.uk

The local authorities within Hampshire and the neighbouring counties are available at http://local.direct.gov.uk/LDGRedirect/Start.do?mode=1

II.1.6)Common procurement vocabulary (CPV)

30190000, 39830000, 39222100, 39000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 2 000 000 and 16 000 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: General Office Supplies and Associated Requirements

1)Short description

Office supplies and services, to include, but not be limited to Desktop Office Supplies, Business and Specialist Stationery and Paper, Collection and Secure Disposal of Confidential Waste, Arts and Craft Materials, Printer Consumables, General Office Furniture and Seating and Furniture and Seating to meet Occupational Health Referrals.
2)Common procurement vocabulary (CPV)

30192700, 30125110, 30125100, 30190000, 30237200, 39130000, 30100000, 30000000, 22800000, 30197630

3)Quantity or scope

The spend for SCC is circa GBP 1.4m.
Estimated value excluding VAT:
Range: between 1 000 000 and 9 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Cleaning materials

1)Short description

Supply of all cleaning materials and equipment to meet the needs of the internal cleaning of premises occupied by council employees and public and communal areas of council owned property. This service will require COSHH information to be immediately available for all products requisitioned with supplies available on a next day point of use delivery.
2)Common procurement vocabulary (CPV)

39800000, 39830000, 39713410, 39800000, 39224300, 42995000

3)Quantity or scope

The spend for SCC is circa GBP 700k over the framework term.
Estimated value excluding VAT:
Range: between 640 000 and 4 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Catering Disposables

1)Short description

Provision of containers and other disposable items for catering purposes to meet the needs of educational establishments.
2)Common procurement vocabulary (CPV)

39222100

3)Quantity or scope

The spend for SCC is circa GBP 200k over the framework term.
Estimated value excluding VAT:
Range: between 200 000 and 1 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A performance bond, and/or parent company guarantee (in the case of a subsidiary company), may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As defined within the Tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Partnership, limited company, prime contractor, limited liability partnership.
If the contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English Law and either nominate a prime contractor with whom the contracting authority can contract and to whom all communication will be addressed or to form themselves into a single legal entity before the contract is awarded.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18 EC and Regulation 23 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18 EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18 EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the Pre- Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 15
Objective criteria for choosing the limited number of candidates: As set out in the Pre-Qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

EC09/01/2082
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

25.3.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: January 2015.
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

Suppliers Instructions How to Express Interest in this Tender~:1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: http://southampton.gov.uk/supplysouthampton and click the link to register – Accept the User Agreement and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires open to any registered supplier) – Click on the relevant PQQ to access the content – Click the “Express Interest” button at the top of the page – This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking the “Settings an/or Buyer Attachments” in the “Actions” box. 3. Responding to the tender – You can now choose to “Create Response” or “Decline to Respond” (please give a reason if rejecting) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The number of firms to be invited to tender indicated in section IV.1.2 is the estimated minimum per Lot.
Freedom of Information – Applicants are advised that Southampton City Council is subject to the Freedom of Information Act 2000 (‘The Act’). If an applicant considers that any of the information supplied as part of this procurement procedure should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, they must, when providing this information, clearly identify the specific information they do not wish to be disclosed and clearly specify the reasons for its sensitivity. Southampton City Council shall take such statements into consideration in the event that it receives a request pursuant to the Act which relates to the information provided by the interested party. Please note, it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
Southampton City Council shall not be responsible for any costs, charges or expenses incurred by applicants or tenderers and accepts no liability for any costs, charges or expenses, irrespective of the outcome of the competition, or if the competition is cancelled or postponed.
In the event of the removal of funding or as a result of any restructure of service and/or department, the council reserve the right to withdraw and/or terminate any element of this requirement without notice.
Whilst every effort has been made to consider the full scope of the requirement the Council does not guarantee the volume of supplies/service/works required resulting from this tender or that it will accept any tender on completion of the tender exercise.
Southampton City Council reserves the right not to award all or any part of this contract.
All dates and time periods specified in this notice are only provisional and Southampton City Council reserves the right to change these.
Tender documents or notice of non-acceptance, as appropriate, will be sent to all applicants.
The Contracting Authority may be subject to governmental codes of practice or guidance relating to a transparency agenda, including the policy of publishing contracts and all other documents relating to public procurement activity, such as for example the December 2010 document “Transparency – Publication of New Central Government Contracts”. Accordingly and notwithstanding any other provision within this notice, it should be noted that the Contracting Authority will publish any documents relating to the procurement and subsequent contract award resulting from this notice (but with any information which is exempt from disclosure in accordance with the provisions of the FOIA redacted) in accordance with the aforementioned governmental transparency agenda.
When executing the contract within the United Kingdom, the successful supplier will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The suppliers will also be required to comply with the requirements of the Equality Act 2010. Further information on the Council’s requirements on the aforementioned will be included in the invitation to tender documents.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.2.2013