HBS: The Supply of Education Year Diaries, Calendars, Planners and Calendar Year Diaries

UK-Hertford: Calendars.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Hertfordshire County Council
      Hertfordshire County Council, Strategic Procurement Group, County Hall, Pegs Lane, Hertford, SG13 8DQ, United Kingdom
      Tel. +44 1707292468, Fax. +44 1992588416, Email: anita.shipman@hertfordshire.gov.uk, URL: http://hertscc.g2b.info, URL: http://supplyhertfordshire.g2b.info/hpf/ following the instructions given in VI.3 (Additional Information)
      Attn: Anita Shipman

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Regional or local authority

   I.3) Main activity:
      General Public Services

   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: SUPPLIES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: The Supply of Education Year Diaries, Calendars, Planners and Calendar Year Diaries
      II.1.2)Type of contract and location of works, place of delivery or of performance: SUPPLIES
         Purchase

         Region Codes: UKH23 - Hertfordshire         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system: The notice involves the setting up of a framework agreement                                                        

      II.1.4)Information on framework agreement:      
            Framework agreement with several operators

         Duration of the framework agreement:
            Duration in year(s): 4             
         Estimated total value of purchases for the entire duration of the framework agreement:
                        
            Estimated value excluding VAT: 906,696
            Currency: GBP
                              
      II.1.5)Short description of the contract or purchase:
      Calendars. Diaries or personal organisers. Meeting planners. The Supply of Education Year Diaries, Calendars, Planners and Calendar Year Diaries.
         
      II.1.6)Common Procurement Vocabulary:
         30199792 - Calendars.
         
         22817000 - Diaries or personal organisers.
         
         30196100 - Meeting planners.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): Not Provided      
      II.1.8)Lots:
         This contract is divided into lots: Not Provided
      II.1.9)Information about variants:
         Variants will be accepted: Not Provided   
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      The Supply of Education Year Diaries, Calendars, Planners and Calendar Year Diaries to the Participating Authoritites.

This contract shall have a contract period of four (4) years. The estimated total value of the Contract stated in 11.1.4 is for the core contract period (4 years). Further details of the requirement are available on the following link: http://supplyhertfordshire.g2b.info/hpf/

CBC and ESPO Framework Agreements

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 (CBC) and Eastern Shires Purchasing Organisation (ESPO).

The current participating members are Hertfordshire County Council, Hampshire County Council, West Sussex County Council and ESPO. 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, 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 Council. Any organisation that utilises this framework agreement shall do so under the terms and conditions of this agreement.      
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 48 (from the award of the contract)


Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         Not Provided
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      III.2.4)Information about reserved contracts: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Open
   
   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: No       

   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: HCC Contract Reference Number: HCC1407222. Tender Access Code: 623SZ5DUPT      
      IV.3.2)Previous publication(s) concerning the same contract: Not Provided
      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:


         Not Provided      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 21/05/2014
         Time: 12:00      
      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 Not Provided      
      IV.3.8)Conditions for opening tenders
         Date: 21/05/2014
         Time: 12:00


Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: Not Provided
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: Not Provided      
   VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.

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 Education Year Diaries, Calendars, Planners and Calendar Year Diaries (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 authorities that are participating in this tender exercise and any subsequent Agreement are listed below:

   Hampshire County Council
   Hertfordshire County Council
   ESPO
   West Sussex County Council

The Contracting Authority reserves the right however to include any other Consortium member, affiliate or associate who may wish to join this arrangement at a future date.

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 value for each Participating Authority is given in Schedule 1, the Specification of the documents. The Participating Authorities do not undertake to purchase that quantity and equally Contractors 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 £226,674.00.

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 Wednesday 21st May 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 623SZ5DUPT. 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 623SZ5DUPT) 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 helpdesk@delta-esourcing.com or call 0845 270 7050 Monday to Friday 8:30am – 5:30pm 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 helpdesk@delta-esourcing.com or call: 0845 270 7050 9am to 5:30pm Monday to Friday, for further assistance.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=94131472
GO-2014410-PRO-5596279 TKR-2014410-PRO-5596278
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      SeeVI4.2

      VI.4.2)Lodging of appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into.

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.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 10/04/2014

ANNEX A

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         1: Contracting Authority
      Hampshire County Council
      Bar End Road, Winchester, SO23 9NR, United Kingdom

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         2: Contracting Authority
      Eastern Shires Purchasing Organisation
      Barnsdale Way, Grove Park, Enderby, LE19 1ES, United Kingdom

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
         3: Contracting Authority
      West Sussex County Council
      County Hall, Chichester, PO19 1RQ, United Kingdom