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The supply of office books and pads.

CONTRACT NOTICE

Supplies

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
Attn: Anita Shipman
SG13 8DQ Hertford
UNITED KINGDOM
Tel. +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 at: As in above-mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s)

Tenders or requests to participate must be sent to: As in above-mentioned contact point(s)

I.2)TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Regional or local authority
General public services
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 office books and pads.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
Purchase

NUTS code UKH23

II.1.3)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 month(s): 48
Estimated total value of purchases for the entire duration of the framework agreement
estimated cost excluding VAT
Range: between 1 480 000 and 2 800 000 GBP
II.1.5)Short description of the contract or purchase(s)
Notebooks. Pads. Note pads. Shorthand notebook. Account books. Flip chart pad. Tracing paper. Paper or paperboard registers. Receipt books.
II.1.6)Common procurement vocabulary (CPV)

22815000, 22816000, 22816100, 22816200, 22813000, 30197621, 37823200, 22810000, 22814000

II.1.7)Contract covered by the Government Procurement Agreement (GPA)
Yes
II.1.8)Division into lots
No
II.1.9)Variants will be accepted
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 expenditure on these goods is currently 389 000 GBP between the particiapting authorities. Further details of the requirement are available on the following link: http://supplyhertfordshire.g2b.info/hpf/.

Excluding VAT
Range between 1 480 000 and 2 800 000 GBP
II.2.2)Options
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
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating 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 to which the performance of the contract is subject
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 capacity
III.2.3)Technical capacity
III.2.4)Reserved contracts
III.3)CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1)Execution of the service is reserved to a particular profession
III.3.2)Legal entities should indicate the names and professional qualifications of the 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 below
Price. Weighting 85
Quality. Weighting 15
IV.2.2)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: HCC1104195. Access code: 39824VTH7X
IV.3.2)Previous publication(s) concerning the same contract
No
IV.3.3)Conditions for obtaining specifications and additional documents
IV.3.4)Time-limit for receipt of tenders or requests to participate
15.8.2011 - 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: 15.8.2011 - 12:00

SECTION VI: COMPLEMENTARY INFORMATION

VI.1)THIS IS A RECURRENT PROCUREMENT
VI.2)CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU 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 the Contracting Authority), along with Pro 5 members (hereinafter referred to as the participating authorities) have a requirement for the supply of office books and pads.
The requirement is for the supply of office books and pads for delivery in bulk to the central stores addresses. The approximate annual spend by authority is as follows;
ESPO 267 000,00 GBP.
Hampshire 33 000,00 GBP.
Hertfordshire 60 000,00 GBP.
Kent 29 000,00 GBP.

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 389 000 GBP per annum. The agreement will be for a period of four (4) years unless terminated in accordance with the provisions of this agreement. The estimated annual value of the Agreement is between 370 000 GBP and 700 000 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 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.
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 39824VTH7X. 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 39824VTH7X). If you wish to be considered as a tenderer you must complete and submit your tender bid by Monday 15.8.2011 (12:00 noon). 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 08452707050 (option 4) Monday to Friday 8:30 am - 5:30 pm for further assistance.

GO reference: GO-201174-PRO-2468725.
VI.4)PROCEDURES FOR APPEAL
VI.4.1)Body responsible for appeal procedures

See VI.4.2

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.
If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may award damages or declare the contract ineffective. Tenderers are advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (SI 2006 No 5).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)DATE OF DISPATCH OF THIS NOTICE:
4.7.2011