COMMODITY GUIDANCE DOCUMENT FOR USING THE FRAMEWORK AGREEMENT FOR: Water Coolers – Bottled

FRAMEWORK AGREEMENT PERIOD: 13 MARCH 2008 to 12 March 2010

OPTIONAL EXTENSION PERIOD: 1 YEAR

APUC REFERENCE:CAT004

CONTENTS PAGE

Paragraph number / Subject / Page
number
1 / Introduction / 3
2 / Benefits / 3
3 / The Contractor / 3
4 / The Products, Service & Service Levels / 3 & 4
5 / Prices & Invoicing / 5
6 / Purchase Orders / 5
7 / Terms & Conditions / 6
8 / Account Management contacts / 6
9 / Implementation Procedure / 6 & 7
APUC contact details / 7

1.Introduction

The purpose of this Framework Agreement is to supply water coolers on a rental basis, with sanitisation services and supplies of water bottles and cups to APUC and 40 higher and further education institutions across Scotland.

The main aims are to enable APUC and the 40 institutions access to provision of quality products and services, delivering to multiple sites at competitive pricing, and with robust terms and conditions in place.

  1. Benefits of using the Framework Agreement

The Framework Agreementoffers:

  • cost reduction through the aggregation of demand
  • standardisation of cups and box sizes
  • rationalisation of the number of suppliers across APUC and institutions
  • standard pricing across all departments within an institution and for all 40 institutions wishing to call from this framework
  • a contractor demonstrating compliance with environmental and corporate social responsibility issues and application of a continuous improvement programme

3.The Contractor

Eden Springs UK Ltd:

  • is a UK registered company
  • bottle water in Scotland
  • are a member of the Bottled Water Cooler Association, International Bottled Water Association, & European Bottled Water Association
  • have ISO 9001 2000 accreditation for production and supply of bottled water
  • operate an Environmental Policy and are committed to a programme of continuous improvement

4.The Products & Service

4.1The Products

  • option of quarterly or monthly rental of water coolers
  • provision of bottled waterand optional (free of charge)racks– bottled in Scotland in returnable and recyclable 18.5 litre and 11 litre polycarbonate bottles
  • provision of cups - recyclable, 113ml, 200ml, 255ml sizes

4.2The Service

A summary is provided below – for more details, please refer to the Customer Handbook which is located at the back of each water cooler or contact your Key Account Manager. A copy is also available in the Framework Agreement Award Notification template.

  • dedicated Key Account Managers (see list in the Framework Agreement Award Notification template)
  • Customer Handbook given containing pertinent information e.g. location of coolers etc
  • no minimum order value or quantity
  • delivery frequency options for water – weekly, fortnightly, monthly, bi-monthly
  • use of electronic delivery notes
  • procedure for changing number of bottles and delivery frequencies
  • procedure for reporting faulty bottles
  • product recall plan in operation in case of major quality issues
  • 30 day notice period for site closures and removals
  • assistance with promoting healthy living
  • formal complaints procedure,if required

Service Levels

Product/Service / Working hours that service is provided. / Response time to orders – from time of receipt* / Measurement
Delivery and installation of all types of bottled water coolers. / 08:00 – 17:00
Monday-Friday / The cooler install ticket will be routed for completion once printed within 5 days or on an agreed date / Account Manager to monitor all installations
Emergency Delivery of water and cups / 08:00 – 17:00
Monday-Friday / Within 48 hours of works order ticket being printed / Account Manager to monitor failure rates.
Sanitisation Service for bottled water coolers. / 08:00 – 17:00
Monday-Friday / 4 per calendar year or as requested / Account Manager to monitor
On Site-Repair for bottled water coolers / 08:00 – 17:00
Monday-Friday / Within 48 hours of works order ticket being printed / Account Manager to monitor
Identification of High Usage Sites / N/A / N/A / Account Manager to monitor.

* email your notification to your nominated Key Account Manager, together with your Customer Order Number (listed on your water cooler record card which is located at the back of your water cooler) - to be received prior to 3pm (working days only)

5.Prices and Invoicing

5.1Prices(“Charges”)

These are provided below. The Charges are fixed for the period 13 March 2008 – 12 March 2009 and are ex VAT. There is no delivery or installation charge

NB: The Charges MUST be treated as Commercial in Confidence.

Water Cooler Rental / Water Cooler Rental / Sanitisation / Water Bottles / Cups
Monthly
Cost / Quarterly Cost / Quarterly
Cost / 11
Litre / 18.5 Litre / 113ml (4oz) / 113ml (4oz) / 200ml (7oz) / 200ml (7oz) / 255ml (9oz) / 255ml (9oz)
Cost / Unit Cost / Unit Cost £ / Sleeve of 200 / Box of 5000 / Sleeve of 200 / Box of 2000 / Sleeve of 100 / Box of 1000
£1.50 / £4.50 / £9.00 / £2.90 / £3.10 / £2.40 / £55.00 / £1.15 / £21.00 / £1.00 / £9.00

5.2Invoicing

  • water cooler rental – quarterly in advance
  • all other products/service – monthly in arrears
  • invoices to be paid 30 days from invoice date
  • provision of consolidatedinvoicing is optional – discuss with your Key Account Manager

6.Call Off Contract/Purchase Order contents and Call Off Procedures

Each Institution should issue a Call Off Contract (a Purchase Order) to Eden Springs UK Ltd to cover the first (fixed price) year of the Call Off Contract period. It is suggested that one Purchase Order is raised per Institution per contract year. Use one blanket order via PECOS or your usual ordering arrangements if PECOS is not available.

The Purchase Order needs to detail, as a minimum:

1.text to state that “This Purchase Order forms the Call Off Contract from the Framework Agreement for the Supply of Water Coolers (Reference CAT004)”

2.name and address of the Institution

3.number of water coolers required and the rental period – monthly or quarterly

4.sanitisation - minimum of 4 visits pa

5.water bottles – number of 18.5 litre and 11 litre bottles required and the delivery frequency (weekly, fortnightly, monthly, bi-monthly)

6.cups – number of 113ml cups (sleeve of 200 or box of 5000), number of 200ml cups (sleeve of 200 or box of 2000), number of 255ml cups (sleeve of 100 or box of 1000) required

7.Charges - see paragraph 5.1 above

8.invoicing arrangements

NB: any change to quantities and/or delivery frequencies will require a new Purchase Order to be raised. Each new Purchase Order must contain the items detailed in paragraph 6 above.

7.Terms and Conditions

7.1The full Terms & Conditions are located in the Framework Agreement Award Notification template. These terms and conditions canonlybe revised where agreed in writing by APUC Ltd and Eden Springs UK Ltd.

8.Account Management Contacts

Position / Name / Role/Responsibilities / Email / Tel/Fax/Mobile
Key Account Managers / Refer to the Key Account Managers list – located in the Framework Agreement Award Notification template / Roll out of coolers to educational establishment, service enquiries, Purchase Orders, invoice queries and general account management / - / -
Area Business Manager / Hugh Gavin / Management of all Key Account Managers for new and existing business / / 07717 857387
National Account Manager / Neil Love / Primary Contact
– co-ordination of service
reviews/meetings/
management information reports
- new water coolers / / Tel: 01698 392500 ext 224
Fax: 01698 392504
Mobile: 07801 078156
Commercial Director / Graeme Carruthers / Escalation fromNational Key Account Manager / / Mobile: 07766 466037

9. Implementation/Migration Procedure

Existing Eden Springs UK Ltd customers:

  • please raise a Purchase Order as detailed in paragraph 6 above
  • for your information, the revised Customer Handbook is located inthe Framework Agreement Award Notification template

New Eden Springs UK Ltd customers:

•please telephoneyour nominatedEden Springs’Key Account Manager within 10 working daysfrom the commencement of the Framework Agreement. They will, if required, arrange a face to face meeting with you to discuss your requirements and conduct a free site survey to assess the type and number of water coolers required

  • the Key Account Manager will ask for the information contained in paragraph 6 above and agree an installation date for the water cooler(s)

•each Institution will raise a Purchase Order (detailing the information listed in paragraph 6 above) and forward to their nominated Key Account Manager

•Eden Springs will install the water cooler(s) on the agreed date; at this point, future water replenishment and sanitisation frequencies will be agreed

•Eden Springs will commence the scheduled delivery service of water, cups and sanitisation

•NB: Eden Springs will ensure that their water cooler(s) will be installed immediately prior to an incumbent supplier’s machines being removed to provide a constant and seamless supply of water

If required, Eden Springs can also give written notice to an incumbent supplier on behalf of an Institution and obtain a date for collection of the water cooler(s). The Institution will need to provide Eden springs with a list of current water cooler locations to undertake this.

Queries or require further information about the Framework Agreement?

Contact:

Andrew Foulner

Procurement Specialist

APUC Ltd

9 Sighthill Court

Edinburgh

EH11 4BN

Direct: 0131 442 8940

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APUC Limited, Registered Office: 9 Sighthill Court, Edinburgh, EH11 4BN

Incorporated in Scotland SC 314764

14 March 2008