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The Supply of Washroom Paper Disposables.

Contract notice

Supplies

Directive 2004/18/EC

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
For the attention of: Anita Shipman
SG13 8DQ Hertford
UNITED KINGDOM
Telephone: +44 1707292468
E-mail:
Fax: +44 1992588416

Internet address(es):

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)

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

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
The Supply of Washroom Paper Disposables.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase

NUTS code UKH23

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 several operators

Duration of the framework agreement

Duration in months: 48
II.1.5)Short description of the contract or purchase(s)
Toilet paper, handkerchiefs, hand towels and serviettes. Toilet paper. Paper hand towels. Paper sanitary. Sanitary paper products. Disposable paper products. Automatic towel dispensers. Dispensers. Toilet-roll dispenser system. The Supply of Washroom Paper Disposables.
II.1.6)Common procurement vocabulary (CPV)

33760000, 33761000, 33763000, 33770000, 33771000, 33772000, 39514400, 42968000, 42968300

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
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The contract shall have a contract period of four (4) years. The estimated total value of the contract stated below is for the whole contract period. The estimated annual value of the contract is between 5 520 000 GBP and 10 450 000 GBP between the Participating Authorities. Further details of the requirement are available on the following link: http://supplyhertfordshire.g2b.info/hpf/.

II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 - Washroom Paper Disposables and Dispensers
1)Short description
2)Common procurement vocabulary (CPV)

33760000, 33761000, 33763000, 33770000, 33771000, 33772000, 39514400, 42968000, 42968300

3)Quantity or scope
Estimated value excluding VAT:
Range: between 22 080 000 and 41 800 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Lot 2 - Own Brand Washroom Paper Disposables and Dispensers
1)Short description
2)Common procurement vocabulary (CPV)

33760000, 33761000, 33763000, 33770000, 33771000, 33772000, 39514400, 42968000, 42968300

3)Quantity or scope
Estimated value excluding VAT:
Range: between 22 080 000 and 41 800 000 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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
HCC Contract Reference Number: HCC1104977. Access code: RZGE3HD45G
IV.3.2)Previous publication(s) concerning the same contract
no
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
19.1.2012 - 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 tenders
Date: 19.1.2012 - 12:00

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
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.
Hertfordshire County Council (hereinafter referred to as HCC or the Contracting Authority), along with other members of the Central Buying Consortium (CBC) and Eastern Shires Purchasing Organisation (ESPO) (hereinafter referred to as the Participating Authorities) has a requirement for the Supply of Washroom Paper Disposables.
The Contracting Authority, acting on behalf of the Participants, is leading on the procurement process to establish a Framework Agreement for The Supply of Washroom Paper Disposables. The requirement is divided into two Lots.
Lot 1 - Washroom Paper Disposables and Dispensers.
Lot 2 - Own Brand Washroom Paper Disposables and Dispensers.
Lot 1 and Lot 2 require the delivery in bulk of Washroom Paper Disposables and Dispensers to central stores. The minimum order on Lot 1 is 200 cases of Goods and the minimum order on Lot 2 is 100 cases of Goods.
The authorities that are currently participating in this Agreement are listed below:
- ESPO,
- Hampshire County Council,
- Hertfordshire County Council,
- Kent County Council,
- Northampton Borough Council.

The Participating Authorities as part of the collaborative procurement agenda, seek to establish framework agreements for use by local authorities served by the Pro5 Group (see http://www.espo.org/index.asp?CMD=PRO), being Central Purchasing Bodies as defined by the EU Combined Procurement Directive 2004/18/EC, the Framework Agreement may also be open for use by the following classifications of user throughout all administrative regions of the UK: Local Authority Councils; Educational Establishments; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Central Government Departments and their Agencies; Registered Charities; Registered Social Landlords. Full details of the classification of end user establishments and geographical areas is available on: http://www.espo.org/ojeu-framework-permissible-users.

The anticipated annual expenditure on these Goods is presently circa 5 436 000 GBP (Lot 1) and 91 000 GBP (Lot 2) per annum, however the estimated range is as follows.
Lot 1 Washroom Paper Disposables and Dispensers - 5 430 000 GBP - 9 200 000 GBP.
Lot 2 Own Brand Washroom Paper Disposables and Dispensers - 90 000 GBP - 1 250 000 GBP.
Any organisation that utilises this framework agreement shall do so under the terms and conditions of this Agreement.

The tender process will be managed by the Strategic Procurement Group (SPG). Should you have an queries in relation to this tender exercise please contact Anita Shipman @ .

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 Council. Any organisation that utilises this framework agreement shall do so under the terms and conditions of this agreement.
The Contracting Authority 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 Contracting Authority undertakes to hold confidential any information provided in the proposal submitted, subject to the Contracting Authorities 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 Contracting Authority 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-ets which is the background platform to Supply Hertfordshire.
To be able to access the tender documents you will need to register on the website to set up your account user details. Please note that this will take you to a new version of the Delta system. If you have previously registered for Delta but NOT via Supply Hertfordshire, when you enter your username and password, you will be prompted to contact the Delta Helpdesk to activate your account. After that your username and password will be valid for the new system.
If you have already registered at Supply Hertfordshire, then your username and password will automatically take you through to the new version of Delta.
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 the Tender Documents.
To obtain and complete the Tender Documents you will need to go into the Response Manager area and enter the Access Code RZGE3HD45G. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question and detailed in Appendix A. 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 applicants for any further information or clarification.
Step 3: Uploading Your Completed Tender Documents.
Once you have completed your Tender documents for this Tender exercise you must then "upload” your completed response into the Tenderbox (Access Code RZGE3HD45G). If you wish to be considered as a tenderer you must complete and submit your tender bid by 12 noon on 19.1.2012. Documents cannot be uploaded after the closing date/time.
Please make sure you have submitted your completed Tender Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed documents.
Multiple documents can only be uploaded one at a time or can all be 'zipped' together using an application like WinZip.

If you are experiencing problems, then please contact the Delta helpdesk via email at or call +44 8452707050 (option 4) Monday to Friday 9am - 5:30pm for further assistance.

Any clarification questions related to the tender documents must be submitted following the instructions provided in paragraph 16 of the Instructions to Tenderers.
GO Reference: GO-2011129-PRO-2794673.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging 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
VI.5)Date of dispatch of this notice:
9.12.2011