Specification of Requirement Supply and Delivery of Garage Sundries

SPECIFICATION OF REQUIREMENT – SUPPLY AND DELIVERY OF GARAGE SUNDRIES

1. INTRODUCTION

The purpose of this contract will be to service the needs of all Northern Ireland Public Sector Bodies. The contract will be used to replenish all Garage Sundries product stockholdings on a regular basis. The Clients Store Staff will create a ‘shopping-list’ of stock-type products to be delivered direct to the relevant store within Northern Ireland.

2. BACKGROUND

Central Procurement Directorate (CPD) wishes to appoint a company or companies to supply Garage Sundries to various workshop locations throughout Northern Ireland. CPD are planning to set up a collaborative arrangement in line with the Collaborative Procurement Strategy with the vision to:

Centralise the supply of an agreed range of common supplies and services for CPD’s clients and to maximise opportunities for aggregation with other Centres of Procurement Expertise(CoPEs) to achieve best value of money in support of the delivery of better government services.

CPD will take on the role of Central Purchasing body on behalf of the Northern Ireland Public Sector Bodies and through consultation with key stakeholders develop and design the requirements.

3. PRODUCT SPECIFICATION

The Contractor must be able to provide on request evidence of their products’ compliance with the relevant standards referred to in the Product Specifications found within the information Memorandum. This is to ensureclients comply with its requirements under BS EN ISO 9001:2008.

Where a British Standard incorporated in the contract has been superseded by a Harmonised European Standard or a European Standard issued prior to the date stated in the contract then such a Harmonised European Standard or a European Standard shall be substituted for the British Standard and any amendments thereto contained in the Specification.

The Contractor must be able to supply COSHH data sheets to the Client upon award of contract for the specific items referred to in the Product Specifications found within the information Memorandum. The Contractor must provide new copies of any COSHH data sheets that are amended, at any stage, while a contract is in place with them.

4. IMPREST STOCK

Some Public Bodies will require a facility for some items to be supplied under an imprest stock arrangement and the Contractor must to able to provide this arrangement were necessary.

It will be the responsibility of the Contractor to manage the usage of the imprest stock through onsite audits which shall take place at least every 3 months. The exact items and level of imprest stock will be agreed between the Contractor and the Public Bodies that require and imprest stock facility after award of contract.

Where imprest stock of a particular item has not been used for a period of 6 months, and after consultation with the Public Body, the Contractor will remove that item at no cost to the Public Body. The purchase of imprest stock will take place once the Public Body is in receipt of the replenishment items. Replenishment orders will be placed by the Public Body as an when required. Checks will be made by the Public Body when items are delivered to ensure the correct item(s) has been supplied, item(s) are not damaged and the cost of the item(s) reflects the current contract price.

5. DELIVERY OF GOODS

Orders for goods will be made by the relevant Client.

Deliveries must be made between the hours of 09:00 to 17:00 Monday to Friday and will be required to be made to any location throughout Northern Ireland.

Delivery must be made to the relevant Clients store within 2 days of the order being placed. If an item is not in stock the Contractors will be required to supply that item to the Clients store within 5 days of the order being placed.

Delivery dockets must accompany each delivery and the delivery docket must specify the date and time of arrival at the relevant store.

During emergency situations Contractors must be able to supply products outside of normal working hours and public holidays.

6. OUT OF STOCK ITEMS

Where the Contractor fails to deliver item(s) in line with the required timescales or the imprest stock levels, Public Bodies reserve the right to purchase the item(s) elsewhere. In these instances, Public Bodies will require the supplier to reimburse the difference in cost between the contract price and that paid to another supplier for the item(s), and any applicable delivery costs.

7. PERFORMANCE MANAGEMENT

If during a 6 month rolling period the Contractor fails to deliver on time more than 10% of the orders for a specific line item, then Clients reserve the right to remove that item from the contract with that supplier and source the item elsewhere.