Scottish Procurement Directorate
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Procurement Scotland
T: 0131-244 7216 F: 0131-244 0449
E: [email protected]
www.procurement.scotland.gov.uk
AWARD ANNOUNCEMENT
Procurement Scotland has concluded on its development of a national strategy for
the procurement of office supplies which has resulted in the award of national
frameworks, covering General Stationery, Paper and IT Consumables. This has
followed significant engagement with key stakeholders across Scotland, which
includes suppliers and supply chain partners and an extensive analysis of economic,
social and environmental drivers within the Scottish office supplies market.
The award has been developed to meet the demanding requirements of end user
organisations and, in doing so, balance sustainable best value, environmental and
economic objectives in a market heavily influenced by transactional and delivery
costs. The contract will go live on 1 September 2008, however information to support
readiness to access is available within this communication.
COMMUNICATIONS
This award announcement follows on from a formal communication that was issued
to the Corporate Procurement Managers on 5 August 2008.
This communication provides an overview of the framework, and details how endusers will be able to access relevant information.
It is expected that Corporate Procurement Managers in buying organisations, or their
nominated representative, will undertake relevant local actions to enable purchasing
from this agreement. Details of this are presented in the Migration section of this
announcement.
CONTRACT AWARD
The award for the three lots can be confirmed as:
PS-07-002-1
General
Stationery
Lyreco UK Limited
PS-07-002-2
IT
Consumables
Spectrum Computer Supplies
Limited
PS-07-002-3
Paper
Lyreco UK Limited
This award demonstrates a potential annual saving to the whole Scottish Public
Sector in excess of £7.6m. The duration of the contract is 3 years with the option to
extend for a further year.
SCOPE OF FRAMEWORK
The Office Supplies framework consists of 3 lots:
− General stationery (including pens, notepads, filing and staplers
etc).
− IT consumables (including print cartridges and data storage
media); and
− Paper for both general office and routine print room use (nonstandard paper and board for print rooms is excluded);
The Office Supplies framework does not include some of the other product types
often provided by suppliers of general stationery or office supplies but which is
typically included in the scope of other more targeted contracts. These exclusions
include:
− Office equipment (fax machines, photocopiers etc);
− Catering supplies;
− Cleaning materials;
− Furniture; and
− Electrical equipment (including white and brown goods).
Organisations seeking to purchase any of the items classified as out of scope should
continue to use their existing contracts for that purpose.
KEY CONTACTS
Lyreco UK Limited
Lyreco UK Limited, Donnington Wood, Telford, Shropshire, TF2 7NB
Sales Helpline:
08457 2311220
Sales Fax Number: 08457231221
Sales Email:
[email protected]
Lyreco UK Limited HE/FE Account Manager
Lyreco Account Manager
Mobile No
Fax No
E-mail Address
HE/FE
Robert Bryce
07795 092097
01236 769822
[email protected]
Spectrum Computer Supplies Limited
Spectrum Computer Supplies Limited, East Parade, Bradford, BD1 5RJ
Spectrum Computer Supplies Limited HE/FE Account Manager
Sector
Contacts
Phone No/
Email Address
HEFE (Colleges)
Abtar Singh
01274 767737
[email protected]
HEFE (Universities)
Ibrar Hussain
01274 767705
[email protected]
Fax Number
01274
391590
01274
391590
Procurement Scotland Contacts
Job Title
Phil
Norman
Tabitha
Stringer
Category
Manager Corporate
Services
Market Analyst
Contact phone
number
Contact email address
0131 244 7216
[email protected]
0131 244 7210
[email protected]
MIGRATION
Participation Agreement
The contractual agreement requires that buying organisations enter into a
Participation Agreement with the supplier before it can order goods. A blank
Participation Agreement will be made available through APUC. Alternatively a copy
will be available from the members area of the supplier website. Once the
Participation Agreement is complete it must be forwarded to the supplier.
Only one Participation Agreement is required for each organisation. For clarity,
therefore, each organisation participation agreement is expected to list all user
organisations or divisions within its remit, thereby facilitating access for those
organisations to the national arrangements. It is expected that the Corporate
Procurement Manager will facilitate this.
Lyreco and Spectrum
For those organisations that have current single-supplier contractual arrangements
with Lyreco for General Stationery and/or Paper and/or Spectrum for IT
Consumables, the new pricing can be captured immediately, regardless of the
current contractual arrangements. However, organisation’s are advised to activate
their termination clause within their current Lyreco and/or Spectrum agreements,
thereby ensuring that they obtain the favourable terms within the Procurement
Scotland agreement.
Contract details
The following information is available through APUC
1.
2.
3.
4.
5.
Framework Terms and Conditions
Participation Agreement (To be returned to supplier)
Content spreadsheets / CSV files
ePS format supplier profiles
Soft copy of the Supplier Catalogue
Hard copy supplier catalogues will be made available directly from the supplier,
where requested. If different departments and/or schools wish copies of these
catalogues, then please coordinate demand and contact the suppliers directly.
Roles and Responsibilities for accessing contracts
•
•
•
Procurement Scotland have provided the appropriate contract information
in pre-defined formats to APUC
Head of Procurement will complete a Participation Agreement on behalf of
users to enable access and will inform end users of the availability of the
frameworks and arrangements for PDF and hard copy catalogues.
End-users will be responsible for complying with the new arrangements. It is
anticipated that organisations will nominate an individual Lead End User to
co-ordinate any initial and ongoing access requirements to help facilitate the
new arrangements. E.g. to request hard copies of catalogues where required.
.
SUPPLIER & CONTRACT MANAGEMENT
There are four key areas to supplier and contract management for Office Supplies.
Each element is critical in ensuring continuous best value and practice throughout
the duration of the framework;
•
•
•
•
Contract Implementation and Management
Supplier Management and Development
Operational Management
Supply Chain Innovation & Development
Customers have a critical role in the Supplier and Contract Management process
through;
•
•
•
•
•
Leading, supporting and championing supply chain initiatives
Identifying, supporting and implementing continuous improvement initiatives
Managing Supplier Relationships relating specifically to operational issues
Operational management of compliance, supply, demand and payment at a local
level
Providing supplier/contract performance data to Procurement Scotland.
Escalation Process
The operational management of the supplier and contract is best placed close to the
point of use, therefore the majority of problems relating to purchase orders,
deliveries and invoice payment should be managed by the Buying Organisation.
There will be occasions however when a decision will be required as to whether a
problem should be escalated to Procurement Scotland. To assist the decision
making process the following should be considered;
Probability – how high is the probability of the problem occurring
Impact – if the problem occurs how high is the impact on the organisations ability to
continue to provide its’ service
Alternative (Work Around) – is there an alternative solution available
If the response is low, this problem is most appropriately dealt with at the local level,
if the problem is more serious but not critical then this should also be dealt with at a
local level but reported back using the regular feedback process (note - more details
of this will follow). If the probability of the problem arising and the likely impact is
high and no alternative is available this should be escalated to Procurement
Scotland.
KEY SERVICE AND AGREEMENT LEVELS
LYRECO UK LIMITED
Pricing
Price Duration
Ordering and Invoicing
Office Operating Hours &
Help Desk
Ordering Methods
Minimum Order Values
Invoicing
Order Fulfilment
Line Fulfilment
Deliveries
Delivery Frequency
Out of Stock Lines
Delivery Locations
Returns & Collections
Paper – 3 Months / General Stationery – 12
Months
The help desk will operate between 08.30 and
18.00 Monday to Friday. Phone Number: 08457
231220
cXML, Email, Fax, Post, Lyreco on-line ordering
website
There will be no minimum order value
cXML, Post
An minimum order fulfilment service level of 97%
An minimum line fulfilment service level of 97%
Delivery shall take place on the next working day
following receipt of order (unless otherwise
agreed) when ordered before 16.00 if ordered
electronically, or 15.00 if ordered by email or fax.
No deliveries will be made outside of the hours of
08.00 to 17.00 unless otherwise agreed.
Organisations are able to make their own delivery
arrangements where required.
All out of stock lines will be delivered in full within
two working days from receipt of order.
Desktop delivery is available within the agreed
pricing structure
Returns or collections will be organised for the
next scheduled delivery or organised at the
convenience of the buying organisation
SPECTRUM COMPUTER SUPPLIES LIMITED
Pricing
Price Duration
Further Discounts
Orders placed through an
agreed e-procurement
system using cXML
transmission e.g. Pecos,
Oracle
Electronic invoicing using
cXML
Acceptance of Consolidate
Deliveries
Consolidated Invoicing
Bulk Drop
Ordering and Invoicing
Office Operating Hours &
Help Desk
Ordering Methods
Minimum Order Values
Invoicing
Order Fulfilment
Line Fulfilment
Deliveries
Delivery Frequency
Out of Stock Lines
Delivery Locations
Returns & Collections
IT Consumables – 12 Months
0.3% Discount
0.1% Discount
0.5% Discount
0.2% Discount
0.5% Discount
The help desk will operate between 08.30 and
18.00 Monday to Friday. Phone Number: 01274
767758.
cXML, Email, Fax, Post, Spectrum on-line
ordering website (SPECS)
There will be no minimum order value
cXML, Post, EDI
An minimum order fulfilment service level of 97%
An minimum line fulfilment service level of 97%
Delivery shall take place on the next working day
following receipt of order (unless otherwise
agreed) when ordered before 16.00 if ordered
electronically, or 15.00 if ordered by email or fax.
No deliveries will be made outside of the hours
of 08.00 to 17.00 unless otherwise agreed.
Organisations are able to make their own
delivery arrangements where required.
All out of stock lines will be delivered in full within
two working days from receipt of order.
Desktop delivery is available within the agreed
pricing structure
Returns or collections will be organised for the
next scheduled delivery or organised at the
convenience of the buying organisation