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									C420 – Supply and Delivery of Office
Consumables

Procurement process          Negotiated

Stage                        This stage of the procurement exercise is a PQQ (Pre-
                             Qualification Questionnaire). Participation in the next stage of
                             the process will be restricted to those suppliers selected at
                             this stage during the evaluation process.

Deadline for submission      12 noon on 07/07/2010

                             Tenders received after this time and date will NOT be
                             considered in the evaluation process.

                                                Quality and Quality Management – 5%

                                                              Disputes – 5%
            Selection criteria
                                                           Sustainability – 5%
            and weightings
                                                           Track record - 45%

                                                         Service Delivery - 35%

                                                      Employee information - 5%




Northern Ireland Water
Finance & Regulation Directorate
Operational Procurement Team
34 College Street
Belfast BT1 6DR

Telephone 08457 440088
C420 – Supply and Delivery of Office Consumables                                                                     PQQ Documents


C420 – Supply and Delivery of Office Consumables

Specification

Table of contents
1      Introduction ....................................................................................................................... 1
    1.1   Northern Ireland Water ................................................................................................. 1
    1.2   Finance & Regulation Directorate / Operational Procurement
    2     Background to the requirement .................................................................................... 1
3      Scope ................................................................................................................................ 2
    3.1 Period of contract.......................................................................................................... 2
    3.2 Geographical coverage ................................................................................................ 2
    3.3 Quantities of goods and/or services ............................................................................. 2
4      Outline of requirements ..................................................................................................... 2
    4.1 Functional requirements ............................................................................................... 2
    4.2 Performance requirements ........................................................................................... 2
5      Procurement and contractual requirements ...................................................................... 3
6      Procurement procedures .................................................................................................. 3
    6.1 Selection ....................................................................................................................... 3
    6.2 Criteria & subcriteria ..................................................................................................... 3
7      Format and content of responses ..................................................................................... 3
    7.1 Submissions ................................................................................................................. 3
    7.2 Buyer Attachments ....................................................................................................... 4


1         Introduction
      1.1        Northern Ireland Water

Background to Northern Ireland Water

Northern Ireland Water, created in April 2007, is owned entirely by the Department for
Regional Development.

It is responsible for the supply and distribution of drinking water and the provision of sewerage
services for approximately 780,000 domestic, agricultural and business customers throughout
Northern Ireland. Northern Ireland Water supplies these services to a population of 1.7
million.

An overview of the size, scale and nature of the assets operated by Northern Ireland Water is
detailed here.

         26,500km of Water Main.
         1,265 Sewerage Pumping Stations.
         20 Major Water Treatment Works.
         15,300 km of Sewers.
         450,000 Manholes.
         1100 Waste Water Treatment Works.

Further information is available on the NIW web site http://www.niwater.com/

    1.2    Finance & Regulation Directorate / Operational Procurement
This project is being run by the NIW Finance & Regulation Directorate, on behalf of NI Water.




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2     Background to the requirement

NI Water has a consistent requirement for supply and delivery of two sub-categories:
Stationery and IT consumables within the Office consumables category.

The lists include general office supplies products, desktop stationery and IT consumables.
The Stationery core list is restricted to 154 items. The IT consumables core list contains 207
items.

3     Scope
    3.1     Period of contract

The period of the contract will be 2 (two) years plus 1 (one) year extension.

Any extensions will be at the sole discretion of NIW.

    3.2     Geographical coverage

The successful supplier will be required to cover all areas of Northern Ireland. NI Water
currently has approximately 11 locations in operation. However, other delivery points may be
required during the contract duration.

    3.3     Quantities of goods and/or services


NIW reserves the right to add additional goods/services to the contract from time to time and
equally to delete goods/services from the contract in accordance with contract requirements.

Tenderers are advised that NO guarantee can be given that any minimum or maximum value
of goods will be required during the period of the contract.

Note: Where possible, estimates of the volume of goods or services required by NIW have
been included in the Tender documents. These estimates are intended as indicative only and
must not to be regarded as a guarantee as to the quantity that will be required during the
period of the Contract.

4     Outline of requirements
    4.1     Functional requirements

          4.1.1   NI Water has a centralised purchasing of Office consumables and therefore
                  there are 30 nominees who are currently authorised to place purchase orders
                  for office consumables.
          4.1.2   Ordering catalogue items: The current procedure for ordering Office
                  consumables is the following: Nominee collects orders within their
                  Directorate/Department/Business unit and places a purchase requisition.
                  Once purchase order requisition (POR) is approved by all appropriate
                  approvers it automatically converts into purchase order (PO) and is sent by
                  email.
          4.1.3   Ordering non-catalogue items: It is the same process for ordering non-
                  catalogue items as above except a POR doesn’t convert automatically once
                  approved into PO instead it is sent to Operational Procurement for approval
                  by the buyers. Once a buyer approves a POR it converts into PO and is sent
                  to supplier. POs for non-catalogue items may be rejected by Operational
                  Procurement due to different reasons. If the value of ordered non-catalogue
                  items is above the market price, not reasonable or higher then NI Water can




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                 purchase from other suppliers, NIW reserves the right to order goods from
                 other suppliers to get the best price.
          4.1.4 Successful supplier must be able to supply service for adhoc items.
          4.1.5 Reducing the number of printers/fax and other IT machines: NI Water is
                 currently working in reducing the amount of printers, fax machines and other
                 IT devices across the company. New multifunctional machines will be
                 installed in the near future to allow the savings of quantity of paper, etc.
          4.1.6 Office rationalisation: NI Water is also working on office rationalisation.
                 During the duration of this contract the delivery locations may change or
                 reduce in number.
          4.1.7 NI Water foresees the main benefits in this contract as greater efficiency and
                 accountability, ensuring that NI Water is consistently receiving best value of
                 goods and service.
          4.1.8 The courier must be totally under the control of the successful supplier who
                 has full responsibility to deliver the goods.
          4.1.9 The successful supplier must be able to manage POs despatched via email
                 or the supplier must be willing to use NI Water’s iSupplier Portal.
          4.1.10 The successful supplier must be able to provide all the items on the core
                 stationery and IT consumables lists.

5     Procurement and contractual requirements
Any contract awarded as a result of this exercise will be awarded under Northern Ireland
Water Terms and Conditions of Service which can be downloaded from the NIW Web site
http://www.niwater.com/goodsmatserv.asp

The supplier will be required to submit invoices at the tender rates for catalogue items and at
agreed rates for non-catalogue items. The invoices should be submitted to each purchase
order. Every invoice must contain the relevant purchase order number. Failure to do so will
result in the invoice being returned without payment. The supplier must submit invoices only
if all the goods have been supplied. If any of the goods are not supplied, but the invoice to
NIW have been issued and received by NIW, it will be returned to the supplier until all the
goods are supplied and purchase order is completed. NI Water will only authorise payments
when all contract conditions are met.

6     Procurement procedures
    6.1      Selection
    It is intended to select a minimum of 3 tenderers to be invited to the next stage of the
    process.
    Qualifying questions have been clearly identified within the quality questionnaire. If a
    supplier fails to meet the requirements of the qualifying question their bid will be deemed
    invalid and will not progress to the evaluation phase.
    All tenderers who meet the qualifying requirements will progress to the evaluation phase
    with a minimum of three tenderers being selected.

    6.2     Criteria & subcriteria
The criteria indicated on the cover of this document will be used to evaluate the submissions
and select suppliers to progress to the next stage.


7     Format and content of responses

    7.1     Submissions
All submissions including attachments should be made via the e-tendering portal (www.e-
sourcingni.bravosolution.co.uk) by the designated closing time and date. If you have not used
the e-tendering portal before you should make yourself familiar with it as soon as possible



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and read all the instructions. Important information regarding the format of submissions
is contained in the Qualification Questionnaire / Envelope.

     7.2    Buyer Attachments
The following documents are attached in the project file and should be used in responding to
this project:

 T9.1 – PQQ documents (this document)




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