Corporate Workwear and Health and Safety Workwear Framework

1. Corporate Workwear and Health and Safety Workwear Framework Sian Griffiths Principal Procurement Officer (Contracting and Commissioning)

2. Introduction • The presentation will cover: • Information about the requirement, the estimated value and arrangement of the framework • Initial details of the requirement • Details of the procurement process, evaluation criteria and contract management • Conclusion • Opportunity for questions during the appointments with relevant officers of the Authority

3. What is a Framework? • A Framework is an agreement with providers that sets out terms and conditions for specific purchases (call-offs) during the term of the Framework. • Contracts are formed only when goods are called off under the Agreement. • An Authority is free to use a Framework when it provides value for money but can go elsewhere if value for money cannot be obtained from the Framework.

4. Information about the Framework • Will aim to cover the Authority’s full requirement for Corporate Workwear/Health and Safety Workwear • It will also cover our requirements for our external customers in both public and private sectors • It will standardise and maintain our requirements for Corporate Workwear / Health and Safety Workwear – i.e. colour, design, quality, price, delivery etc. • The Framework will be advertised via Sell2Wales. • Anticipated start date of the framework - April 2011.

5. What is the value of this Framework? • The anticipated value is above the EU Procurement Directive Threshold for supplies – i.e. £156,442 p.a • It is classified as a supplies Framework subject to full compliance of the EU Procurement Directive. • The principles of the Directive are Open Competition, Transparency, Equity and Proportionality.

6. What type of arrangement will we put in place? • Framework Agreement – for up to a maximum of 4 yearse.g. 3 years + provision to extend for 1 year • Split into 6 Lots: • There will be one supplier per Lot, however a supplier may be awarded more than one Lot • There will be no mini-competitions within any of the Lots

7. What are the Requirements/Specification per Lot? • Quantities and logo requirements to be advised in tender documents

8. Packaging Requirements

9. Delivery and Invoicing Requirements

10. What are the Quality Requirements? • Details of Quality Standards and British Standards (EN) will be included in the tender documents. • Where appropriate, copies of compliance certificates are to be provided with the above. • Samples – where we request a sample future deliveries must adhere to the same quality. • Quality issues i.e. returns, faulty items, incorrect size etc – must be resolved on an urgent basis.

11. What Evaluation Criteria will we be using? • Quality/Cost. The ratio is to be determined. • The Quality Criteria will be taken from the specification (key requirements) e.g. delivery times, lead times, samples, approach to quality control, resolving invoice disputes etc. • You will be required to complete a Method Statement to explain how you intend to deliver. • The Cost Criteria will be included on a cost schedule to be completed by the tenderer e.g. list products and volumes. • The Tender Documents will include details of the evaluation criteria and the weightings assigned to each of those criteria.

12. Do we need to obtain Efficiencies/Savings as a result of this Procurement exercise? • As a Public Sector Organisation we have to report efficiencies/savings to the Welsh Assembly Government (WAG) on a regular basis • We have a Corporate Efficiency Classification System (in line with WAG approach). • Classifications are – price reduction, cost avoidance, added value and process cost reduction.

13. How do we propose to manage the Framework? • During a Contract Management Process • Ensuring compliance and high performance of the Framework • Identifying cost effective methods of delivering the Framework to obtain efficiencies. • Agreeing Key Performance Indicators (KPIs) for monitoring the Framework. • Examples of KPIs will be included in the tender documents.

14. Restricted Procedure Contract Advertised via Sell2Wales and OJEU Suppliers submit expression of interest/ Request Pre Qualification Questionnaire (PQQ) Suppliers submit PQQ. Evaluation panel shortlists using the Selection Process Invitations to tender sent to selected suppliers Supplier submits tender. Evaluation panel evaluates the tenders. Contract Award Decision Notification. Standstill period of 10 days Contract Award

15. What should I consider following today? • Ensure that your registration on Sell2Wales (www.sell2wales.co.uk) is updated to reflect any changes within your organisation. • Access our Procurement Information Pack and How To Tender Guide available on our website: www.carmarthenshire.gov.uk/procurementsupportforbusiness • Advise us of any concerns or queries that you may have on the specification of requirements, procurement process etc. • Please complete the event feedback questionnaire with your comments and suggestions on the Framework

16. Thank youDiolch • Thank you for attending the event today. • Hope you have found the information helpful. • If you have any questions relating to the presentation or the procurement process please speak to myself, Stuart John or Kim Baker. • The presentation will be available to download from the following link within the next 2 weeks: www.carmarthenshire.gov.uk/procurementsupportforbusiness

17. Contact Details