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INFORMATION MEMORANDUM
Provision of Office Stationery, Supplies & Furniture to North & North East Lincolnshire Councils and North Lincolnshire Homes

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TABLE OF CONTENTS

SECTION

TITLE

PAGE

SECTION 1

INTRODUCTION

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SECTION 2

NORTH EAST LINCOLNSHIRE COUNCIL

3

SECTION 3

NORTH LINCOLNSHIRE COUNCIL

4

SECTION 4

NORTH LINCOLNSHIRE HOMES

5

SECTION 5

CURRENT SERVICE PROVISION

5

SECTION 6

FUTURE SERVICE PROVISION

6

SECTION 7

PROCUREMENT PROCESS

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SECTION 8

RETURN OF COMPLETED DOCUMENTS

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1. 1.1

Introduction This document provides a concise description of North & North East Lincolnshire Councils and North Lincolnshire Homes (the “Council”) aspirations in terms of the future contract to provide office supplies – stationery, office equipment and furniture, machine consumables and related products. This document also describes the way in which Office Stationery, office equipment, furniture, and machine consumables are currently provided to North & North East Lincolnshire Council and the general scope of the work involved. This Information Memorandum provides an outline of the requirement for interested applicants at the pre-qualification stage and is provided for information only. Full details will be provided within the Invitation to Tender which will be issued to short-listed applicants.

1.2

1.3

2. 2.1

North East Lincolnshire Council (NELC) Created on 1 April 1996, North East Lincolnshire is one of four Unitary Authorities resulting from the abolition of Humberside County Council. It encompasses the administrative areas of two former boroughs, Great Grimsby Borough Council and Cleethorpes Borough Council. It is the largest employer in the area with approximately 6,500 employees, and a net revenue budget in 2005/6 of £194 million. North East Lincolnshire is an area of approximately 74 square miles geographically located on the south bank of the Humber Estuary. The borough includes the principal urban areas of Grimsby, Cleethorpes and Immingham. The Council‟s current principal contractor for general office supplies is Lyreco and this agreement ends on 31 March 2007, although its 78 schools may continue to purchase from the organisation at their discretion. Currently over 80% of orders are placed via on line purchase ordering. The Council has acquired and began to implement the CeDAR e-procurement module. Please see the following for further information: http://www.cedaropenaccounts.com/cam_govlsol.php In addition, the Council currently purchases some office furniture on an ad-hoc basis from a small number of local and national suppliers. The Council‟s total estimated annual spend under the Framework Arrangement is estimated to be around £500,000. Off contract spending is tightly controlled, however schools have the freedom to purchase outside of the council. If all schools elect to use the new framework and off contract spending is directed onto the framework the value could reach c.£700,000. The council currently has 140 active accounts (some comprising of more than one delivery point) which comprise of office accommodation, old peoples homes, and schools.

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2.8

A core product list has been drawn up in consultation with the Council‟s principal purchasers of office supplies - stationery, office furniture and machine consumables. A full list of delivery points will be included within the Tender documentation. However you should note that the Council is a dynamic organisation and is undergoing a major organisational re-structure and the list will be subject to regular change, which the Supplier must be capable of accommodating. It is anticipated that during the life of the contract, the number of delivery points will reduce significantly.

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3. 3.1

North Lincolnshire Council (NLC) North Lincolnshire is an area of approximately 82,400 hectares geographically situated on the south bank of the Humber Estuary. The population of 152,000 residents is evenly split between the urban centre of Scunthorpe and Bottesford and the surrounding rural communities. The market towns of Barton Upon Humber, Brigg, Crowle and Epworth provide focal points for a large number of rural settlements. NLC was formed as a Unitary Authority on 1 April 1996 following local government reorganisation. The Council employs approximately 7,000 staff (including staff in its 87 schools). The Council‟s current principal contractor for general office supplies is Lyreco and this agreement ends on 17 April 2007. The Council has reached an advanced stage in the roll-out of its CeDAR eprocurement system. The successful supplier will be required to receive orders via email and ultimately invoice electronically. The Council also currently purchases office supplies on a ad-hoc basis from a small number of local and national suppliers. The Council‟s total estimated annual spend under the proposed Framework Arrangement is £600,000. Off contract spending is tightly controlled, however schools have the freedom to purchase outside of the council. If all schools elect to use the new framework and off contract spending is directed onto the framework the value could reach c.£800,000. The council currently has 194 active accounts (some comprising of more than one delivery point) which comprise of office accommodation, old peoples homes, schools and workshops. A list of delivery points will be included within the Tender documentation. The Council is a dynamic organisation and is undergoing a major organisational restructure. Naturally the list will be subject to regular change, which the Supplier must be capable of accommodating.

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Tenderers may wish to note that the council‟s budgetary arrangements are devolved to individual schools and services.

4. 4.1

North Lincolnshire Homes The tenants of North Lincolnshire Council‟s housing stock recently voted in favour of stock transfer to a new not for profit Registered Social Landlord (RSL) in a recent ballot. The complete stock will transfer to the RSL – North Lincolnshire Homes, no later than March 2007. North Lincolnshire Homes will be eligible to use the contract (at their option). North Lincolnshire Homes current spend and purchasing profile is subsumed within NLC‟s spend and profile as detailed below.

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5. 5.1

Current Service Provision North & North East Lincolnshire Councils NELC and NLC currently procure the following from the current office supplies contract: 1. 2. Provision of Office Stationery & IT consumables Provision of Office Furniture

The below pie charts detail the breakdown in spend for both Councils over the previous calendar year.

North East Lincolnshire Council
WRITING & CORRECTION 2% RECEP/OFFICE/PERSON 1 % PAPER 1% 1 OFFICE STATIONERY 2% BOOKS & PADS 2% BUSINESS MAC/ELECTR 4% CATER/HYGIENE/SAFETY 1 % CONFERENCE/PLANNING 2%

COMPUTER SUPPLIES 2%

DOC PRESENTATION 4% EDUCATIONAL PRODUCTS 0% ENVELOPES/POSTROOM 4% FILING 5%

Missing 8%

FURNITURE 1 8%

MACHINE CONSUMABLES 34%

LABELS/SIGNS/IDENTIF 1 %

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North Lincolnshire Council
WRITING & CORRECTION 2% RECEP/OFFICE/PERSON 2% PAPER 12% OFFICE STATIONERY 2% BOOKS & PADS 2% BUSINESS M AC/ELECTR 2%

CATER/HYGIENE/SAFETY 3%

COM PUTER SUPPLIES 2% CONFERENCE/PLANNING 2% DOC PRESENTATION 3% EDUCATIONAL PRODUCTS 0%

M issing 10% FURNITURE 12%

ENVELOPES/POSTROOM 3%

FILING 5%

LABELS/SIGNS/IDENTIF 1%

M ACHINE CONSUM ABLES 39%

6.

Future Service Provision

6.1 The Councils‟ intentions are to establish a mutually beneficial two-year framework arrangement with the option to extend for two further one year periods. The new arrangement will be based on the ideals and principles of Best Value and „Value for Money‟ in the office supplies sector. This is particularly in respect of reducing processing costs, including high volume low value products. Respondents should demonstrate how their Organisation can support the Council in achieving this. 6.2 The Councils‟ preference would be for a single provider (one-stop-shop), however we reserve the right to award the Lots to separate suppliers should this be deemed to be more economically advantageous. 6.3 North and North East Lincolnshire Council‟s and North Lincolnshire Homes wish to invite short-listed candidates to submit tenders for Lot One or Lot Two or both depending on their areas of interest and specialisms. 6.4 NELC/NLC reserves the right to source furniture products from a separate supplier in the event that this proves to be more economically advantageous.

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6.5 The pricing schedules within the tender documentation will therefore be divided into Lots: LOT ONE LOT TWO Office Stationery & IT Consumables Office Furniture

6.6 Please note that any contracts resulting from this tender may include all public sector contracting authorities in various locations across the UK.

7. 7.1

Procurement Process This section of the Information Memorandum provides an overview of the procurement process that the two Council‟s ("the Council") intends to follow. The procurement exercise will be conducted as a Restricted exercise under the terms of the Public Contract Regulations 2006. The Council reserves the right to cancel the procurement at any stage without prior consultation. Under no circumstances will the Council be liable for any costs or expenses incurred by respondents during the procurement process. A copy of the contract notice posted to OJEU is included with this memorandum. Those who wish to be considered as potential respondents should confirm their interest by completing the pre-qualification questionnaire and returning it to the address specified in Section 7 below by the deadline of 15.00 hours on 15th September 2006. This information memorandum and the pre-qualification questionnaire are being provided on an equal basis to all candidates. The council reserves the right to seek clarification on submissions from individual applicants.

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7.3

7.4__ Candidates will need to demonstrate that they will have the capacity and resources to perform on a contract of this size. Also we want pro-active account management support with “hassle free” resolution of problems and require guaranteed next day delivery of most stationery and office consumable items. 7.5 The Council will consider candidates' performance on similar contracts and reserves the right to visit reference sites. Candidates should ensure that all references the Council take up are provided in a timely manner, as failure to provide prompt and detailed information may result in that candidate not being selected. Depending upon the level of interest, and having considered the pre-qualification questionnaire, the Council intends to approve a short list of up to 10 applicants, or a significant number to cover the Lots required.

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7.7

An Invitation to Tender will be issued to the short listed applicants, which will include      Instructions to Tenderers Contract Specification Scope of Contract Award Criteria Contract Terms and Conditions

7.8

The short listed applicants will be invited to submit a "tender" - This is a detailed and priced bid submitted by the respondent(s) for evaluation against the Invitation to Tender Award Criteria together with all supporting evidence/documentation. A brief summary of the draft timetable for the procurement process is as follows:  Contract Notices Published in OJEU  Return deadline for submission of Prequalification Questionnaires and any supporting documentation  Completion of shortlisting  Issue of Invitation to Tender documents to shortlisted candidates  Submission of Tenders by shortlisted candidates  Completion of Tender Evaluation and identification of preferred Bidder(s)  Cabinet Approval of Award Recommendation  Award of Contract to successful Bidder(s)  Contract Mobilisation  Contract Commencement Wednesday 9th August 2006 Friday 15th September 2006 Monday 25th September 2006 Tuesday 26th September 2006 Monday 6th November 2006 Friday 1st December 2006 Monday 18th December 2006 Tuesday 2nd January 2007 Wednesday 3rd January 2007 Monday 2nd April 2007

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7.10

Any queries or requests for clarification relating to these documents should be forwarded to: Angela Meikle – Procurement Advisor North East Lincolnshire Council Strategic Procurement Unit Municipal Offices Town Hall Square Grimsby DN31 1HU Tel: 01472 324129 Fax: 01472 324131 Email: procurement@nelincs.gov.uk

8. 8.1

Return of completed documentation Completed Pre-qualification questionnaires and any supporting documentation should be submitted, using the enclosed label to: Acting Corporate Procurement Manager North East Lincolnshire Council Procurement Consultancy Municipal Offices Town Hall Square Grimsby Tel: 01472 324129 Fax: 01472 324131 Email: procurement@nelincs.gov.uk By the deadline of 15.00 hours - Friday 15th September 2006

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