tenders

How to find Tenders and How to Succeed in your Tender Submissions

Tender Alert UK

Here is a sample TENDER ALERT UK received in your email inbox

tender alert

Dear ???,

New opportunities

Based on the setup of your workgroups: Sales, we have calculated that the following opportunities may be of interest to you.

To view the full details, simply click the project title. You will then have the option to “express an interest” in the opportunity, letting the buyer know that you would like to be included in the selection process.

NB: You can only express an interest in an opportunity within the expression of interest window date.

 

Advert title Expression of interest window Buyer
TD1027 – Restorative Justice Services 07/12/2015 10:47:00 – 22/01/2016 15:00:00 Derby City Council

 

Expression of interest window now open

The following opportunities that you may be interested in are now open for expressions of interest.
There are currently no adverts starting today

Expression of interests resent

The following opportunities have been resent to suppliers who may be interested in them.
There are currently no adverts to resend

To view this information please login using the username linked to this activity: 589Exime

If you do not remember your password for this account, please visit the following link where you can request a password reset: https://procontract.due-north.com/Login/ForgottenCredentials
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Scottish Tenders

Here is a notification from the Scottish tender portal:

tender guide help

Dear Supplier

 

The New Year is now upon us, bringing with it the biggest shake-up of public sector procurement in Scotland in recent memory. With the implementation of the Procurement Reform (Scotland) Act 2014, 2016 will see a focus on simplifying processes and championing SME�s, along with encouraging sustainability and socially responsible purchasing.

 

Key changes include:

 

� Reduced timescales for tenders

� New contract procedures

� Increased likelihood of contracts being divided into lots

 

GET TENDER READY!

 

Public Contracts Scotland publishes the contract opportunities, and the Supplier Development Programme (SDP) is here to help you maximise your chance of bidding and hopefully winning some of the �8 billion annual spend by the Scottish Public Sector.

 

SDP offers free bid writing workshops for SME�s in Scotland to help you compete for and win public sector contracts. SDP will be running training sessions throughout Scotland in 2016 to help you navigate the changes and improve your skills when tendering.  So if you have only just started to consider about tendering or want to improve your bidding skills then SDP has a full range of courses to suit all levels.

 

ONLINE RESOURCES

 

Use the SDP�s website (https://www.sdpscotland.co.uk/) to access useful resources with hints and tips to bid better. Access the interactive Events Calendar which to view the full range of courses available over the next 6 months- book early as places are limited! Can�t leave the office? SDP offer a series of live webinars letting you enjoy training via your own PC.

 

WHO CAN JOIN?

 

The resources on the SDP website are free for anyone to use, but our workshops are only available to Scottish SME�s. To be eligible, you must have less than 250 employees and a turnover of less than 50 million Euros. You must also have commercial premises in Scotland (includes home office for micro businesses).

 

Forthcoming events are listed below. If you need help on choosing what training session is best for you then contact info@sdpscotland.co.uk

 

 

Regards

 

Public Contracts Scotland Website Support

0800 222 9003

 

 

Events this month:

12/01/2016 2.1. Understanding framework agreements � Glasgow

20/01/2016 0.1. Introduction to working with the public sector � Perth

21/01/2016 1.1. Is the Public Sector for You? � Fife

25/01/2016 Glasgow & Clyde Valley City Deal Supplier Event � Glasgow

27/01/2016 3.2. Expanding your marketplace � Lothian

27/01/2016 2.3. What the Buyer looks for in your tender – Scottish Borders

 

Events in February & March:

09/02/2016 3.3. Keeping the contract, the importance of Contract Relationship Management � Edinburgh

16/02/2016 2.1. Understanding framework agreements – Dumfries & Galloway

17/02/2016 1.2. Using Public Contracts Scotland (PCS) & other portals � Fife

17/02/2016 1.3. Winning work through the supply chain � Falkirk

24/02/2016 1.1. Is the Public Sector for You? – Argyll & Bute

08/03/2016 0.1 Introduction to working with the public sector � Edinburgh

15/03/2016 1.3. Winning work through the supply chain � Fife

16/03/2016 1.2. Using Public Contracts Scotland (PCS) & other portals � Dundee

22/03/2016 1.2. Using Public Contracts Scotland (PCS) & other portals – Argyll & Bute

23/03/2016 2.2. Completing a PQQ (Pre-Qualification Questionnaire) – Dumfries & Galloway

23/03/2016 2.1. Understanding framework agreements � Alloa

 

More information on these events can be found here:

http://www.publiccontractsscotland.gov.uk/events/events.aspx

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E Tenders – Sample Alert

etender

eTenders: Business opportunities 2016-01-09
Hi
This email lists the new RFTs which have been published and that match your area of category.

102162 – 2016 – Supply-Line Qualification System: Services – 2016
Publication date: 08-01-2016
Response deadline: 31-12-2016 12:00 Irish time
Procedure: Utilities Qualification System – Qualification
Description: Supply-Line is a qualification system operated by Achilles and used by ESB and its subsidiaries and joint venture partnerships as a source for tenderer selection for contracts valued above the EU thresholds (418 000EUR for supplies and services and 5 225 000 EUR for works — effective January 2016). From time to time it is also used as source for tenderer selection for contracts valued below the EU thresholds. This notice covers the full list of non-engineering services which may be sourced via Supply-Line as and when ESB has a requirement. The notice was published in the European Journal on 23 December 2015 (Ref: 453128-2015). Interested parties should contact Achilles Procurement Services at supply- line@achilles.com or by phone on +353-1-4020111 (option 3). Supply-Line is a Qualification System operated by Achilles and used by a number of contracting entities. Please contact Achilles for details on the full range of subscribers.
Buyer: Electricity Supply Board ( ESB )

102163 – 2016 – Supply-Line Qualification System – Supplies 2016
Publication date: 08-01-2016
Response deadline: 31-12-2016 12:00 Irish time
Procedure: Utilities Qualification System – Qualification
Description: Supply-Line is a qualification system operated by Achilles and used by ESB and its subsidiaries and joint venture partnerships as a source for tenderer selection for contracts valued above the EU thresholds (418 000EUR for supplies and services and 5 225 000 EUR for works — effective January 2016). From time to time it is also used as source for tenderer selection for contracts valued below the EU thresholds. This notice covers the full list of supplies which may be sourced via Supply-Line as and when ESB has a requirement. The notice was published in the European Journal on 23 December 2015 (Ref: 453005-2015). Interested parties should contact Achilles Procurement Services at supply- line@achilles.com or by phone on +353-1-4020111 (option 3). Supply-Line is a Qualification System operated by Achilles and used by a number of contracting entities. Please contact Achilles for details on the full range of subscribers.
Buyer: Electricity Supply Board ( ESB )

102161 – 2016 – Supply-Line Qualification System : Works 2016
Publication date: 08-01-2016
Response deadline: 31-12-2016 12:00 Irish time
Procedure: Utilities Qualification System – Qualification
Description: Supply-Line is a qualification system operated by Achilles and used by ESB and its subsidiaries and joint venture partnerships as a source for tenderer selection for contracts valued above the EU thresholds (418 000EUR for supplies and services and 5 225 000 EUR for works — effective January 2016). From time to time it is also used as source for tenderer selection for contracts valued below the EU thresholds. This notice covers the full list of works and engineering services which may be sourced via Supply-Line as and when ESB has a requirement. The notice was published in the European Journal on 23 December 2015 (Ref: 452920-2015). Interested parties should contact Achilles Procurement Services at supply- line@achilles.com or by phone on +353-1-4020111 (option 3). Supply-Line is a Qualification System operated by Achilles and used by a number of contracting entities. Please contact Achilles for details on the full range of subscribers.
Buyer: Electricity Supply Board ( ESB )

101982 – CSPCH 2016 – Provision of Cleaning, Security, Pest Control and Hygiene Services at the OPW Building, Claremorris, Co. Mayo
Publication date: 08-01-2016
Response deadline: 12-02-2016 12:00 Irish time
Procedure: 1. Open Procedure (NON OJEU)
Description: Provision of Cleaning, Security, Pest Control and Hygiene Services at the OPW Building, Claremorris, Co. Mayo
Buyer: Office of Public Works ( OPW )

If this message has reached the wrong address, please contact the helpdesk on etenders@eu-supply.com, or call 021 243 92 77.
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What Does a Tender Alert Look Like?

Tender Alerts

sample tender alert

Tender alerts generally come by email and follow this type of format…

##

Suitable opportunities
due-north application [procontract-notifications@due-north.com]
Tue 05/01/2016 07:22
Dear ???,

New opportunities

Based on the setup of your workgroups: Sales, we have calculated that the following opportunities may be of interest to you.

To view the full details, simply click the project title. You will then have the option to “express an interest” in the opportunity, letting the buyer know that you would like to be included in the selection process.

NB: You can only express an interest in an opportunity within the expression of interest window date.

Advert title Expression of interest window Buyer
PAN1160 – De Montfort Hall Auditorium Curtains
04/01/2016 09:05:00 – 25/01/2016 12:00:00 Leicester City Council

Expression of interest window now open

The following opportunities that you may be interested in are now open for expressions of interest.

There are currently no adverts starting today

Expression of interests resent

The following opportunities have been resent to suppliers who may be interested in them.

There are currently no adverts to resend

To view this information please login using the username linked to this activity: 589Exime

If you do not remember your password for this account, please visit the following link where you can request a password reset: https://procontract.due-north.com/Login/ForgottenCredentials
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2016 Cleaning Tenders UK

How many Cleaning Tenders in the UK?

2016 cleaning tenders uk

Of course ‘Cleaning Tenders’ are generally proposed by Local Government or Government Departments … So their share of actual ‘Cleaning Contracts Available’ probably amount to 15% to 20%.

Private sector ‘Cleaning Contracts’ take a greater share of the market, but aren’t put out to tender in the conventional way we would imagine.

Government based tenders are put onto their designated tender website. Often announced nationally and generally always on their own section (tender/contract section) of their website. Often found through the internet by using the Government Departments name, followed by ‘local tenders and contracts’ – here is an example:

##

Sheffield City Council – Tender opportunities

www.sheffield.gov.uk › Business › Contracts and tenders
by CSC Council

21 Dec 2015 – Tender Opportunities for Sheffield City Council. … opportunities. This Tender List includes all current and upcoming contract opportunities.

##
Private sector contracts are announced through advertising and/or personal invitation. Private sector contracts don’t have the same accountability to the public that Government departments have. The Government needs transparency, whereas private contracts don’t.
Do your research to find contracts, but don’t be general. Put your search terms into your web browser very specifically.
Of course don’t forget this government department…
best-tender-tip-2
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NHS Tender

NHS TENDER – This is a NHS Supplier Handbook. It is posted as a guide as to what type of trading position you would need to aspire to to supply the NHS.

This particular edition is from a ‘Supply Chain’ … but more and more similar entities are arising. The more recent entities are called ‘shared business services’ … in effect they can be themselves, a separate organisation that has won by tender the right to manage the NHS supply of stock. Or alternatively be a new sub division of the NHS that operates as a separate financial entity.

Introduction

 

Purpose

 

The Supplier Handbook has been created to improve communication and understanding between NHS Supply Chain and its Vendors. The objective is to provide our vendors both current and potential with information that enables them to understand our business and requirements. NHS Supply Chain welcomes any comments, questions, and suggestions to improve this guide.

NHS SC is part of the DHL organisation and as such has the capability to deal with UK and International Vendors.

1.         Overview

NHS Supply Chain is the largest buyer of Healthcare products in Europe; it is the sole national organisation responsible for the purchase and supply of products used by the English National Health Service.

The NHS Supply Chain portfolio of products covers the following product categories a spend of approx £5.3 billion:- bedding and linen, furniture, office and computer, lab equipment, laundry & cleaning, medical and surgical equipment, medical supplies, medical furniture and equipment, patient appliances, print and stationery, food , catering consumables and equipment, uniforms, clothing, and all associated capital equipment.

 

NHS SC operates 3 systems for the movement of product from Vendors to its end customers:-

1)     Bulk Delivery – NHS SC purchase in bulk quantities from its Vendors, the product is stored in its distribution centres before final delivery to customers.

2)     Cross Dock-NHS SC electronically sends individual customer orders to Vendors, the Vendor picks and packs the individual customer orders before either delivering the product to NHS SC distribution centres or NHS SC collects the orders from Vendor.

3)     Direct Delivery -In a limited number of cases NHS SC will send customer orders direct to the supplier and then ask the supplier to deliver directly to the customer.

Vendor

 

NHS Supply Chain

 D.C.

 

NHS Hospitals

 

NHS SC Delivery Models

 

Location of NHS Supply Chain Distribution Centres

Normanton

 

Alfreton

 

Runcorn

 

Bury St Edmonds

 

Bridgwater

 

Maidstone

 

Rugby

 


ORDER PLACEMENT

 

Vendors must be capable of receiving electronic orders from NHS SC by either:-

a.     Electronic Data Interchange (“EDI”)

b.    E-mail

c.     Fax.

d.    or other electronic interface.

Vendors receiving Orders transmitted by EDI must be capable of acknowledging receipt of the Order via the EDI system. EDI trading standards used by the Authority include TRADECOMS – ORDERS V8 and EDIFACT – TF2ORD, but most other standards can be used.

Bulk Purchase/Supply Specification

 

Deliveries

Vendors then have 3 options for delivery:-

1)     The Vendor personally assumes responsibility for the movement of the goods from their premises to NHS SC Distribution Centres.

2)     NHS SC collects from the Vendors premises.

3)     NHS SC take delivery in the country of manufacture this can be either case or pallet quantities via FCA or Full Containers via FOB.

 

NHS SC is part of the DHL organisation and therefore has the capability to handle shipments from factories located anywhere in the world.

Payment Terms

NHS SC standard terms are 45days from delivery, for vendors delivering directly to NHS SC Distribution Centres the 45 days starts from the time the goods are off loaded.

When NHS SC collects it starts when the NHS SC vehicle leaves the Vendors premises. In the case of FOB it starts when the container crosses the vessels rail, for FCA when delivery is made to the DHL consolidation centre.

Order Quantities

NHS SC will agree with Vendors the minimum order quantity this can be an:-

Outer case or;

Pallet or;

Full road vehicle or;

Full container of either 20’, 40’ or 40’HQ.

Vendor Delivers Directly to NHS SC

 

1.     If the Vendor uses a carrier to deliver it is the Vendor’s responsibility to ensure that their appointed carrier complies with this specification.

2.     NHS SC purchase orders  identify the product, quantity, delivery location and delivery date required.

3.     The delivery date required for the goods is based on the lead time provided by the vendor in the bid documents. NHS SC DC’s operate an appointments system for deliveries.

4.     To arrange a delivery the Vendor or his nominated carrier must contact the relevant Distribution Centre (identified on the purchase order) at least three (3) working days before the delivery is due to agree a delivery day and time.

5.     In the case of Vendors making regular deliveries (at least weekly) NHS SC will look to agree fixed delivery appointments with Vendors, in this case Vendors must confirm delivery at least one (1) working day before the delivery is due.

6.     If Vendors are utilising a carrier, it is necessary that the carrier is informed of the official Order number to affect the delivery.

7.     If, after the delivery time has been agreed, the Vendor or their carrier wishes to amend the delivery time, they must contact NHSSC’s inventory department for authorisation to amend a delivery time. Any such amendment to be requested at least 24 hours prior to the planned delivery.

8.     Delivery vehicles should not arrive more than 30 minutes in advance of their booked delivery time. If deliveries do arrive early, to ease site congestion the driver may be asked to wait at an area off site before returning at the agreed time.

9.     If delivery vehicles arrive more than 30 minutes after the agreed booking time they may be subject to delays or refusal.

10.  Any delivery which fails to arrive may result in a rescheduled delivery time outside the Vendor’s normal working hours. Rescheduled delivery times will be at the discretion of NHSSC receipts department.

11.  In unusual circumstances NHS SC may require the Goods to be delivered on a same day or next day basis. In this case NHSSC will assume responsibility for agreeing with the Vendor an acceptable delivery time and accepts the additional charges for this delivery.

Order Checking

1.     Where receipts are checked prior to the delivery vehicle leaving the NHS SC Distribution Centre any damaged Goods, over-delivery or otherwise unacceptable Goods where practicable will be returned with the vehicle and the driver’s paperwork amended accordingly.

2.     Where the driver’s notes are signed “unexamined” or “unchecked” NHS SC shall notify the Vendor of:

(a)  the discovery of any defect within a reasonable time of its discovery (and in any event within 7 days of delivery) and shall give the Vendor all reasonable opportunities to investigate such defect;

(b) any shortage or damage caused in transit and found on delivery within 14 days of delivery or such time as agreed by the Parties.

3.     Where NHSSC notifies the Vendor of shortages or damage, the Vendor shall agree to either raise a credit note or send on replacement Goods.

 

Refusal of Deliveries

NHS SC may refuse to accept deliveries in the following circumstances:

a.     any delivery that is dangerous to unload, including but not limited to poor presentation of pallets, the vehicle is unsuitable for safe unloading;

b.    stock is damaged and not fit for sale.

c.     Goods show visible signs of tampering or theft;

d.    the delivery arrives more than thirty (30) minutes after the agreed delivery time;

e.     any delivery that arrives without a delivery advice note;

f.     the remaining shelf life of any Goods is less than 75% of the total shelf life.

NHS SC will accept a substandard delivery in order to continue supply to customers. Where this occurs NHSSC may charge the Vendor the costs incurred in reworking the delivery including but not limited to costs associated with re-stacking or re-packaging the delivery so that it is safe to store within the NHSSC Distribution Centre.

NHS SC Collects.

 

In this option responsibility for organising the delivery arrangements with NHS SC depots, rests with NHS SC. NHS SC will advise the Vendor whether the goods will be collected by NHSSC or its nominated contractor.

Delivery

 

4.     NHS SC or their nominated representative will collect the Goods from the Vendor’s nominated despatch location as per a mutually agreed collection schedule. It is the Vendor’s responsibility to ensure that it can facilitate collection on the agreed date.

5.     If, after the collection time has been agreed, the Vendor wishes to amend the collection time he must contact NHS SC’s inventory department at least 24 hours prior to the planned collection time to request for authorisation to amend a collection time, such authorisation to be at the discretion of NHS SC.

6.     Once on the Vendor’s site, NHS SC’s collection vehicle should be loaded and despatched within 1 hour of arrival, it being acknowledged that any delays beyond this timescale will be treated as a non-conformance by the Vendor.

7.     The Vendor must notify NHS SC immediately if there are no Goods to be collected on an agreed collection day.

8.     Goods not loaded onto the scheduled collection by the Vendor are the sole responsibility of the Vendor.  An additional collection can be requested from NHS SC at the Vendor’s expense, and NHS SC will advise of such charges prior to collection. 

9.     NHS SC reserves the right to administer a charge against the Vendor in circumstances where the Vendor fails to comply with its obligations.

10.  Prior to the collection of the Goods, the Vendor must contact the appropriate NHS SC Depot to advise of the Order number(s) and quantity of the Goods.

11.  The Vendor must ensure that each delivery unit (pallet / case / tote box) is labelled individually in line with the colour coded labelling system provided by NHS SC.

12.  The Vendor or its nominated distributor for each NHS Depot being shipped to will create a Proof of Collection document (POC). This POC will contain details regarding the number of distribution units (pallets or cases dependant on agreed terms of carriage) to be despatched. NHS SC can provide a generic POC if required.

13.  The Vendor or its nominated distributor must ensure a copy of each signed POC is given to the NHS SC collection driver to accompany the movement of the Goods.  For the avoidance of doubt, the POC only confirms the number of distribution units that have been collected. 

14.  The Vendor must ensure that a delivery advice note, which will be signed as ‘Proof of Delivery’ by NHS SC, accompanies all collections by NHS SC for delivery to the designated Location.  The delivery advice note must be on the Vendor’s headed paperwork and must be presented to the NHS SC collection driver upon arrival.  Upon arrival of the Goods at the NHS SC Depot, the Goods will be checked and signed by a duly authorised agent, employee or representative of NHS SC at the collection location.  This document must contain as a minimum the following information:

o    official NHS SC Order numbers;

o    delivery date;

o    Vendor’s name;

o    Goods description;

o    Quantity of the Goods, with any variations to the original Order quantity being clearly identifiable.

15.  All freight, shipping, insurance, forwarding and handling charges, fees, storage, and all other charges applicable to the Goods will be the sole responsibility of NHS SC.

16.  Failure by the Vendor to provide Goods for collection any part of them within the time agreed shall entitle NHS SC to terminate an Order and/or purchase other goods of the same or similar description to the Goods to make good such default and recover from the Vendor the amount by which the cost of purchasing other goods exceeds the amount that would have been payable to the Vendor in respect of the Goods replaced by such purchase

17.  In certain circumstances (such as in the case of an urgent Customer request), NHS SC may require the Goods on a same day or next day basis. In such circumstances, NHS SC will contact the Vendor to discuss such requirement and arrange a mutually acceptable collection time, and the Vendor agrees that it will not unreasonably withhold or delay its agreement to such

Order Checking

 

NHS SC or its nominated Vendor will check the appropriate goods, quantities and condition of the load prior to leaving the Vendor. However the driver will be unable to check the condition of the individual cases whilst palletised, consequently the driver will sign for the load as “unexamined” or “unchecked”.

Upon receipt of the Goods at NHS Depot, the Goods will be checked against the delivery advice note supplied by the Vendor.  Any discrepancies to the quantity advised, or any damages will be notified to the Vendor within 7 working days for either credit, or in the case of damages or over delivery for collection or disposal.  Where a proof of delivery discrepancy is raised this will take precedence over the POC.

Where NHSSC notifies the Vendor of shortages, the Vendor shall agree to either raise a credit note or send on replacement Goods.

Load Refusal

NHS SC reserves the right to refuse to collect loads in the following circumstances:

a.         any load that is incorrectly loaded, including but not limited to poor presentation of pallets, the load is unstable;

b.        stock is damaged and not fit for sale.

c.         any delivery without a delivery advice note;

d.        the remaining shelf life of any Goods is less than 75% of the total shelf life.

e.         NHS SC will accept a substandard delivery in order to continue supply to customers. Where this occurs NHSSC may charge the Vendor the costs incurred in reworking the delivery including but not limited to costs associated with re-stacking or re-packaging the delivery so that it is safe to store within the NHSSC Depot.

Direct from Manufacture (DFM)

 

FOB or FCA Deliveries only on either Choice for Health or supplier own brand products– DDP deliveries as per section 1.

The shipping method may be any of the following modes

·                FCL  CY / CY

·                FCA via a DHL consolidation facility.

·                LCL

·                Air Freight

In this option it is the responsibility of the Vendor to organise delivery to the origin port or DHL Consolidation facility.  It is the responsibility of NHS SC to organise all delivery arrangements from the origin port or DHL consolidation facility into the NHS SC distribution network.

All shipping will be managed on behalf of NHS SC by DHL International Supply Chain (ISC).

 

Delivery

·         NHS SC will agree with the Vendor which port the goods will depart from.  Any subsequent proposals to change the port of origin, must be authorised by NHS SC’s Inventory Sourcing Manager – DfM prior to any change taking place.

·         NHS SC will agree with the Vendor the lead time for manufacture/availability of the product, whilst also advising the Vendor of the lead time for the goods to be delivered.

·         The Vendor will advise their nominated contact within NHS SC in writing, within 72 hours of receipt of an purchase order(s), the date that this order(s)will be ready to be collected.  (This is also known as the Cargo Ready Date or CRD).

·         The vendor must ensure the booking is made in sufficient time to allow the goods to achieve the required delivery date at the NHS SC Distribution Centre, this date is shown on the NHS SC purchase order.

·         The Vendor will be responsible for booking shipping 7 days prior to the required collection date (CRD) with DHL International Supply Chain within the origin.

·         DHL International Supply Chain (ISC) will advise the vendor if the delivery is a Full Container Load or the load should be brought into consolidation.

·         At the time of booking the Vendor must confirm the order number, products and quantities on the delivery.

·         If, the Vendor wishes to amend the cargo ready date, they must contact DHL ISC in Origin to make this request.  ISC will then provide a an exceptions report for NHS SC.  NHS SC will review and advise ISC of the acceptability of the revised cargo ready date. 

·         The vendor must inspect all containers prior to shipping and provide a Final inspection Report to NHS SC.  It is the vendors responsibility to ensure that the container is undamaged and loaded to ensure no damage can take place during transit to NHS SC.

·         Where a load is deemed as arriving unsafe at an NHS SC distribution centre the Final Inspection Report will be referenced to determine if the vendor is liable for any damages incurred.  If no Final Inspection Report is submitted then the vendor will be deemed liable for any damages incurred.

Order Checking

Where NHS SC identifies a discrepancy to the quantity received versus the quantity advised by the vendor on the shipping documents, NHS SC will advise the vendor.  The vendor will raise the appropriate credit note.  Any outstanding order quantities resulting on the order will be cancelled down and re-ordered by NHS SC as required.

Sub-standard product

If the vendor delivers faulty / sub-standard / not to specification products, including those subject to a product recall, then the vendor must provide full credit to NHS SC (including shipping costs and the cost of disposal) for the products effected..  NHS SC will then dispose of product within its standard operating procedures

Booking Procedure

 

The Vendor must complete all Shipping Order fields to enable DHL to process the booking correctly. Special attention to be paid to:

o    Cargo Ready Date (i.e. when goods are ready to be physically loaded into a FCL container). – This must be in line with the End Ship Date

o    Item (SKU) codes, CBM and Weight information for each item

o    Container size for FCL shipments (when applicable).

 

Daily Booking cut off time is 15.00 Hrs (origin time). If bookings are received after 15.00 Hrs, the bookings and exceptions will be processed the next day.

 

DHL will verify the booking details against the purchase order details provided by NHS SC. If any discrepancy/exceptions are found, DHL has to obtain approval from NHS SC to proceed with shipping the order.

After the booking is approved by NHS SC (where applicable), DHL origin office will make the carrier booking and release the equipment (if FCL). Please Note – DHL origin office will confirm the accepted booking back to the vendor within 24~48 hours (subject to carrier release for FCL {CY/CY} movements)

 

Once the booking number is released to the vendor (i.e. the booking has been accepted by DHL), any amendments, e.g. changes to Cargo Ready Date or quantities, must be communicated to the NHS SC and DHL origin office for validation immediately. (Any changes at this stage may lead to DHL seeking ‘exception’ approval from NHS SC  in order to ship the goods)

 

FCL (CY/CY) (Factory) Loads

 

All containers must be returned to the port within required Ship Date & the advised Carrier’s CY closing time.

 

The vendor should make all the required document(s) available to DHL no later than 96 hours prior to the vessel sailing.  Failure to provide documents as schedule will mean that the shipment will not be allowed to load.  Any charges or costs incurred as a result of delays in providing documentation will be the responsibility of the vendor.

 

 

 

 

 

DHL FCL/LCL Documentation Requirement:

·         Commercial Invoice                   Copy

·         Packing List                              Copy

·         Certificate of Origin

·         Dangerous Goods Declaration*  Copy

·         Fumigation Certificate*              Copy

*Only if required

 

Additional Detail

Where it has been agreed that a vendor can supply palletised deliveries, the product must be delivered on pallets conforming to the NHS SC specification. The specification can be found within this manual in the Delivery presentation Section, Pallet Specification. Also within this section details can be found on acceptable pallet height.

Forecasted Usage

A 12 month forward plan, updated on a monthly or quarterly basis as agreed, will be provided to vendors for all products supplied .   NHS SC will then place formal purchase orders on an agreed lead time with each vendor which will take into account the vendors minimum order requirements and / or requirements for  pallet/container fill.


Containers and Pallets

 

Unless vendors are proposing to deliver via the FOB or FCA Option. NHS Supply Chain requires deliveries to be made on pallets.

1.     Where NHSSC have ordered more than a pallet layer of product all pallets must comprise a single product only. Provided the outer cases are sufficiently robust it is acceptable to stack multiple pallets on vehicles.

2.     Where NHS SC has ordered less than a pallet layer it is acceptable for these to be delivered on a single pallet, provided the pallet is marked as a mixed pallet and the codes on the mixed pallet.

3.     NHS SC Depots normal operating procedure is to receive palletised deliveries on four-way entry 1200 x 1000mm with a full perimeter base of nailed wooden construction.

4.     However where commercially advantageous NHS SC is also prepared to accept Euro Pallet deliveries.

5.     Euro-pallets must be four-way entry 1200 x 800mm with a full perimeter base of nailed wooden construction.

6.     The pallet design and construction must be suitable to support the load and should satisfy, where possible, the requirements of the appropriate ISO (ISO 6780 and ISO 8611) and British Standards (BS ISO 6780 : 1998 and BS ISO 8611 : 1991).



7.     The maximum total weight of each loaded pallet should not exceed 1000kg, inclusive.  In exceptional circumstances, where agreed in advance between NHS SC and the Vendor, pallet loads will be permitted in excess of 1000kg. NHS SC cannot accept delivery of any pallet in excess of 1250kg. 

8.     The standard pallet heights for each NHS SC depot are shown below, NHS SC is prepared to consider pallet heights greater than these where commercially advantageous, ie the additional discount is greater than the cost of reworking.

Warehouse                   Maximum height

Normanton                    1500 mm

Alfreton                        1500 mm

Runcorn                        1400 mm

Maidstone                     1400 mm

Bury St Edmunds          1500 mm

Bridgewater                   1500mm

Rugby                          1600mm

Where a mixed pallet is to be delivered, the maximum total height of the pallet must not exceed 2000mm, with any one type of Goods not exceeding the dimensions set out above.

To prevent movement in transit and handling, the Vendor must ensure that pallet loads are stabilised by stretch wrap, shrink-wrap, taping or other methods that do not cause any damage to the Goods or packaging.  Only clear stretch-wrap / shrink-wrap must be used.

Pallets will be exchanged at the time of delivery only, on a one for one basis.  If pallets are not available, or the Vendor is unable to collect at the time of delivery, a pallet exchange note will be issued by NHS SC.  Pallets will only be exchanged when the Vendor produces proof of delivery or the pallet exchange note. These pallets will be given to the Vendor later on production of the original exchange note. Photocopies will not be accepted unless by prior agreement with NHS SC.

The Vendor shall collect without charge any returnable containers (including pallets) within 21 days of the date of the relevant delivery note unless otherwise instructed by NHS SC.  Empty containers not so removed may be returned by NHS SC at the Vendor’s expense or otherwise disposed of at NHS SC’s discretion and without any liability to the Vendor or any other third party.  The Vendor shall credit NHS SC in full any charged containers upon collection or return.

Where the Vendor uses GKN Chep pallets, NHS SC acknowledges that the Vendor may utilise a one-way pallet scheme whereby pallets are de-hired at the time of delivery and collected from NHS SC by GKN Chep.

If a driver refuses to accept exchange pallets at the time of delivery, it will be assumed that no charges will be made for those pallets.

NHS SC will accept no transfer of costs or liability in respect of any local, regional or national pool pallets.  For the avoidance of doubt, NHS SC is not a pallet bank.

1.             Damaged or sub‑standard pallets will not be exchanged by NHS SC on delivery.

Outer Packaging

The Goods shall be securely packed in trade packages of a type normally used by the Vendor for commercial deliveries of the same or similar goods.

The Vendor shall ensure that the printing/labelling on outer cases must be on a minimum of two sides of the casing and must include:

1.     the Goods description which shall include, without limitation, the weight of the Goods where available;

2.     quantity;

3.     any handling / storage instructions;

4.     batch numbers (where applicable);

5.     best before/use by dates (where applicable);

6.     the name of the manufacturer of the Goods and the Vendor;

7.     bar code;

 Only outer cases containing one product code will be accepted.


Outer cases must have a maximum weight of 15kg. Where an outer case weighs more than 5 kg the weight should be visible on the outer case.

The Vendor shall ensure that:

1.     Goods are packaged in multiples that conform to maximum weights and sizes specified in the Health and Safety Executive “Manual Handling Guidelines”, with a maximum weight per package of 15kg;

2.     outer cases must provide adequate protection for Goods during transit to the NHS Depot, storage at the NHS Depot, and onward distribution to Customers;

3.     special storage or handling instructions or warnings related and relevant to the Goods are printed clearly on the outer case to enable correct and safe handling at the supply centre;

4.     any manufacturer’s identification codes or part numbers must not in any way confuse the “best before” dates displayed on the outer casing; and

5.     where advice notes are attached to a pallet they must be clearly visible and accessible.

All Goods that customarily bear any mark, tab, brand, label or other device indicating place of origin, inspection by any government or other body or standard of quality must be delivered with all the said marks, tabs, brands, labels, serial numbers or other devices intact.

SALE OR RETURN

 

Where NHS SC is introducing new products which it has not previously stocked in order to negate its financial risk, NHS SC would hope to operate with Vendors a sale or return agreement.

In this situation until such time as NHS SC considers that it has a reliable history of demand, all purchases  shall be supplied by the Vendor on the basis of twelve months “sale or return”. Should any Goods be returned under this arrangement, the Vendor shall reimburse NHS SC with the full amount paid  for the Goods.

Alternatively NHS SC may agree to arrange for an exchange of Goods of equal value for other Stocked Products contained in the NHS SC catalogue.

In order to operate this process NHS Supply will identify at the commencement of the contract those products it would wish to operate this scheme with.

The requirement to operate sale or return is not a mandatory requirement on Vendors, however its availability would be welcomed.

 

 

 

RETURNS

1.     Where there is a requirement to return goods to a Vendor NHS SC will contact the Vendor to agree the process for returning the goods this could be either:-

2.     The Vendor arranges for prompt uplift of the goods, using an uplift note, and the Goods will be returned to the Vendor with a copy of the NHS SC returns to Vendor note..

3.     Consign the Goods back to the Vendor by carrier and charge the Vendor for the carriage and claim credit from the Vendor for the value of those Goods.

4.     Dispose of the Goods, and issue a credit against the Contract for the value of the Goods along with any appropriate disposal costs as agreed with the Vendor.

5.     If required NHS SC may charge the Vendor a fee for costs incurred in administering the actions detailed above.

6.     In the event of the return not being actioned by the Vendor within the timescales agreed up to a maximum of ten (10) working days, NHS SC reserves the right to implement another solution above. 

 

CROSS DOCK AND VARIABLE LEAD TIME PRODUCTS

 

Overview

 

In this case NHS supply chain pass to Vendors the individual orders it receives from customers. Vendors then pick and pack the product in accordance with the NHS SC specification, the supplier then either delivers to NHS SC DC’s or NHS SC will collect from the supplier.

NHS SC have a maximum lead time for this service of 7 days from the order being sent to the supplier to final delivery to customers.  Vendors need to evaluate if they have the capability to provide this service the key requirements are that Vendors hold stock of finished goods are able to pick and pack small value orders of potentially less than an outer case and their will be sufficient time from them completing this for NHS SC to receive the product and be able to deliver to customers.

 

In the case of Cross Dock delivery must be made to NHS SC depots within a 24 hour lead time, Variable Lead time can have a lead time of 7 days.

 

Order Placement and Transmission

Order details, including pick label information, shall be sent by NHS SC to the Vendor electronically at various times throughout each working day with the final transmission at 4.30 p.m, which may not reach the Vendor until 5.00 – 5.30 p.m.

Upon receipt of an Order transmitted by EDI, the Vendor must acknowledge receipt of the Order via the EDI system. EDI trading standards used by NHS SC include TRADECOMS – ORDERS V8 and EDIFACT – TF2ORD, but most other standards can be used by NHS SC.

The Vendor acknowledges and agrees that, NHS SC may amend or terminate an Order by written notice at any time prior to the despatch of the Goods by the Vendor.

Amending Order Details

Where the Vendor is unable to supply Goods, the Vendor must amend the Order details on NHS SC’s I.T. system. The Vendor shall be given access to NHS SC’s I.T. system to amend Orders and must alter any Order quantities to reflect the delivery quantity before 8.30 p.m. on the day prior to delivery of the Order to NHS SC.

Vendor’s access NHS SC’s I.T. system, using remote terminal log on,  via a PC with internet access, internet explorer (version 6 minimum) and session cookies enabled.

The Vendor will be allocated usernames and passwords to allow access to a secure area of NHS SC’s website (www.supplychain.nhs.uk) known as the supplier portal.  This will allow access to the Vendor’s Order details where amendments can be made. 

Compliance with the user guide to the website is mandatory.  Failure by the Vendor to comply with remote terminal log on procedures will entitle NHS SC to charge the Vendor an amount per line in order to cover administration costs incurred by NHS SC resulting from any non-compliance by the Vendor.

Order Pick Assembly

Goods must be picked by the Vendor and each box labelled for the appropriate NHS SC requisition point. Label information is available from 3 sources:

(a)                               the EDI along with the Order transmission;

(b)                               the information provided by e-mail from NHS SC;

(c)                               the supplier portal.

Labels must contain the following information contained in the example label:


(A)           NHS Supply Chain Alfreton                                            E80705

DE55 4QJ                                                                      

 

Sort 3                                                    

 

PA2LAF32                                                                        A4124607C

(B)           BARBARA HART / COMMUNITY CENTRE                                     

2 of 3

(C)            

 


The Vendor must ensure that all Goods are packaged so they will reach the Customer in good condition. Small Goods, loose items or fragile items will require additional packaging such as cardboard boxes or jiffy bags, and address labels must be clearly visible on the outside of the packaging.

Deliveries

Deliveries of Cross Dock Products and Variable Lead Time Products do not need to be booked in unless they are being delivered with other Stock Products.  If deliveries are to be consolidated with Stock Products the Cross Dock Products and/or Variable Lead Time Products need to be clearly identifiable and must be delivered in accordance with the relevant lead times.

The Vendor will be provided with a mutually agreeable set delivery time for each NHS SC Depot by NHS SC.

Cross Dock Product Orders must be delivered by the Vendor over night at mutually agreed delivery times. NHS SC reserves the right to recover from the Vendor any costs incurred due to a late delivery by the Vendor.As NHS SC’s receipts departments operate a 24-hour receipts schedule, it is the Vendor’s responsibility to ensure that they or their carriers can facilitate deliveries to the relevant NHS SC Depot at any time throughout the day and/or night on any date which may be required by NHS SC.

The Vendor and NHS SC will agree a timetable at least 2 months in advance for any variations to the agreed delivery times/days that occur because of NHS SC Depot closures (e.g. seasonal closures for Christmas/Easter) and forward a copy of the new order/delivery timetable to the relevant NHS SC inventory manager.

 

OUTER PACKAGING

Must display any special storage or handling instructions or warnings related and relevant to the Goods on the outer packaging to enable correct and safe handling at NHS SC depots .

Where an outer case weighs more than 5 kg the weight should be visible on the outer packaging.

Goods must be packaged in multiples that conform to maximum weights and sizes specified in the Health and Safety Executive “Manual Handling Guidelines”, with a maximum weight per package of 15kg.

Outer packaging must provide adequate protection for Goods during transit to NHS SC depots, storage at the NHS SC depot, and onward distribution to NHS SC customers.

Returns

All Cross Dock Products and Variable Lead Time Products returned to an NHS SC Depot from a Customer shall be approved by NHS SC’s customer services team and must be physically returned to NHS SC within 10 days of such approval.

On receipt of the Goods by NHS SC, an “advice of returns to supplier” note is completed by designated staff within an NHS SC Depot, and forwarded to NHS SC’s inventory team.  NHS SC will only return Goods to the Vendor and claim credit for those that are fit for resale.

The Vendor must arrange to collect any outstanding returns within 10 working days of receipt of the “advice of returns to supplier” note from the NHS SC inventory team.  All returns must be actioned free of charge by the Vendor.  NHS SC will not accept any carriage or handling fees for the return of any such items.

Where a Vendor disputes the condition of returned Goods the onus shall be on the Vendor to provide photographic evidence to the contrary.  Failure to provide such suitable photographic evidence will result in NHS SC claiming credit for the returned Goods, but for the avoidance of doubt, such photographic evidence will be required to be conclusive in the reasonable opinion of NHS SC to be deemed acceptable.

NHS SC will hold any returned Goods within NHS SC Depot in a secure and safe state but will not be responsible for any deterioration of the Goods due directly to damage caused due to their non-collection by the Vendor.

In the event of the return of the Goods not having been carried out by the Vendor within the agreed timescales, NHS SC reserves the right, after giving notice to the Vendor, to either:

(a)   consign the Goods back to the Vendor by carrier and charge the Vendor for the carriage and claim credit from the Vendor;

(b)   dispose of the Goods and issue a credit note applicable against the Contract Price for the value of the Goods along with any appropriate disposal costs,.

(c)   charge the Vendor a fee for administration costs incurred due           to the carrying out of the actions detailed above.

NHS SC will process credit notes within 30 days from notification of collection by the relevant NHS SC Depot.

 

Customer Queries

1.     Customers are required to report shortages/delivery discrepancies to NHS SC’s customer services team within 5 working days of receipt. NHS SC will provide information of Customer shortages to the Vendor on a weekly basis by e-mail, fax or letter.

2.     The Vendor must respond to any notification of a Customer discrepancy in writing to NHS SC within 5 working days either authorising credit to be paid to the Customer or if not, stating a reason and providing proof of delivery documentation signed by NHS SC.  Failure by the Vendor to comply with such timescales and/or to provide a valid reason shall be deemed to be an authorisation of credit to be paid to the Customer, which the Vendor will then be required to issue a credit note to NHS SC for such Goods applicable against the Contract Price.

3.     Should the Vendor fail to deliver Goods, NHS SC reserves the right to issue suitable alternative goods to the Customers and to recover from the Vendor any additional costs incurred by the Customer in these circumstances.

4.     NHS SC reserves the right to recover administration costs incurred due to Vendor discrepancies.

E-DIRECT PRODUCTS

 

Overview

Customer Direct delivery orders

This is the same system as that described above with the exception that the supplier arranges delivery either personally or via a third party directly to the end customer. This is used mainly for large pieces of equipment, items which require customer installation and training before use or very technical products which require very fast delivery and technical support.

 

Order Placement

NHS SC will send Order details, including pick label information, to the Vendor electronically, either by EDI or by e-mail at various times throughout each day, Monday to Friday with the final transmission being 16:30 hours. 

Upon receipt of an Order transmitted by EDI, the Vendor must acknowledge receipt of the Order via the EDI system.  (EDI trading standards used by NHS SC include TRADACOMS – ORDERS V9 and EDIFACT – TF2ORD, but most other standards can be used by NHS SC.)

The Vendor acknowledges and agrees that NHS SC may amend or terminate an Order by written notice (including e-mail, fax or letter) at any time prior to the despatch of the Goods by the Vendor.

Amending Order Details

Where the Vendor is unable to supply Goods, the Vendor must amend the Order details on NHS SC’s I.T. system. The Vendor shall be given access to NHS SC’s I.T. system to amend Orders and must alter any Order quantities to reflect the delivery quantity before 8.30 p.m. on the day prior to delivery of the Order to NHS SC.

Vendor’s access NHS SC’s I.T. system, using remote terminal log on,  via a PC with internet access, internet explorer (version 6 minimum) and session cookies enabled.

The Vendor will be allocated usernames and passwords to allow access to a secure area of NHS SC’s website (www.supplychain.nhs.uk) known as the supplier portal.  This will allow access to the Vendor’s Order details where amendments can be made. 

Compliance with the user guide to the website is mandatory.  Failure by the Vendor to comply with remote terminal log on procedures will entitle NHS SC to charge the Vendor an amount per line in order to cover administration costs incurred by NHS SC resulting from any non-compliance by the Vendor.

Order Pick Assembly

Goods must be picked by the Vendor with each box labelled with the appropriate NHS SC requisition point, requisition name and Order number.  Label information is available from 3 sources:

1.             the EDI along with the Order transmission;

2.             information provided by email from NHS SC; and

3.             the supplier portal.

The Vendor must ensure that all Goods are packaged so that they will reach the Customer in good condition.  Small Goods, loose items or fragile items will require additional packaging such as cardboard boxes or jiffy bags.  Address labels must be clearly visible on the outside of the packaging.

The Vendor must ensure that carriers/distributors delivering their Goods allow sufficient time for the Customer to check the delivery and sign a “proof of delivery” note.

Order Confirmation & Delivery

The Vendor must undertake delivery confirmation of all Orders via the NHS SC supplier portal by 4pm on the date of delivery.  Failure to undertake such order confirmation will result in NHS SC automatically cancelling the Order, and NHS SC will not be required to make any payment in respect of invoices for any Goods delivered without the Vendor undertaking the Order delivery confirmation process.

It is the Vendor’s responsibility to ensure that they or their carriers can facilitate deliveries on any date as may be required by NHS SC. 

Returns

All E-Direct Product return requests are required to be notified to NHS SC’s national customer services administration team by the Customer.

NHS SC’s national customer services administration team will contact the Vendor in Writing to request authorisation to return the Goods.  The Vendor will provide written authorisation for the return along with details of any charges made for the return.  

NHS SC will only accept the following charges for return of E-Direct Products:-

(a)               carriage charge – up to £15 per collection;

(b)               handling charge – up to 10% total cost of Goods returned;

In order to accept such charges, the Vendor must provide sufficient details and proof to NHS SC of such charges, which in any event must be reasonably and properly incurred.

The Vendor will collect the Goods directly from the Customer, within 10 days of notification by NHS SC.

The Vendor will notify NHS SC’s national customer services administration team once the collection has been made from the Customer.

NHS SC will process credit within 30 days of notification by the Vendor of collection.

Customer Queries

Customers are required to report shortages/delivery discrepancies to NHS SC’s customer services team within 5 working days of receipt. NHS SC will provide information of Customer shortages to the Vendor on a weekly basis by e-mail, fax or letter.

The Vendor must respond to any notification of a Customer discrepancy in writing to NHS SC within 5 working days either authorising credit to be paid to the Customer or if not, stating a reason and providing proof of delivery documentation signed by NHS SC.  Failure by the Vendor to comply with such timescales and/or to provide a valid reason shall be deemed to be an authorisation of credit to be paid to the Customer, which the Vendor will then be required to issue a credit note to NHS SC for such Goods applicable against the Contract Price.

Should the Vendor fail to deliver Goods, NHS SC reserves the right to issue suitable alternative goods to the Customers and to recover from the Vendor any additional costs incurred by the Customer in these circumstances.

NHS SC reserves the right to recover administration costs incurred due to Vendor discrepancies.

 

SERVICE LEVELS

 

NHS SC prides its self on its delivery performance to its end customers, consequently NHS SC places considerable reliance on its Vendors being able to match its performance to maintain this NHS SC monitors  all Vendors’ inbound service levels, the measures used are on-time delivery performance, line level order fill % (each line within the Order received in full at first receipt) and overall On Time In Full (“OTIF”) line service % (OTIF is a combination of the previous 2 measures).

NHS SC wishes to work with Vendors to maintain the Vendor’s OTIF performance at a minimum level of 98%. NHS SC measures this performance by taking the first receipted quantity for each line Ordered, as a percentage of the quantity Ordered, over a 13 week period. This performance measure is calculated separately for each contracted line and will be available to be viewed by the Vendor via the website www.nhssupplychain.nhs.uk or upon contacting the relevant NHS SC inventory stock controller. Should performance fall below 98% NHS SC will require the Vendor to review its procedures and produce in conjunction with itself an operational action plan to restore the agreed OTIF performance above 98%.

Where a Vendor fails to meet the OTIF 98% target three (3) times in any three (3) month rolling period NHS SC reserves the right to charge the Vendor for, any costs incurred in sourcing an alternative supply, including but not limited to administrative costs and additional product costs.

The Vendor’s performance levels are monitored for on-time deliveries, order lines and items. Vendors are required to deliver to the following service levels:

1.             On time deliveries 100%

2.             Lines service level 98%

3.             Supply of confirmed order lines 100%

4.             Picking accuracy 99.5%.

NHS SC shall be entitled to charge the Vendor for:

·                                 any loss of margin suffered by NHS SC due to the Vendor’s poor performance;

·                                 any costs incurred by NHS SC in sourcing an alternative supply, including but not limited to administrative costs and additional product costs.

PRODUCT DATA

 

For each New Line of Goods the Vendor must provide the appropriate buyer, the following information for each type of Goods covered by the Contract:

1.                     the number of units per case;

2.                     the number of units per layer of a pallet;

3.                     the number of units per pallet;

4.                     agreed lead time;

5.                     any agreed contractual minimum order quantities that exist;

6.                     any hazardous Goods must have COSHH data sheets where applicable;

7.                     expiry date details.

 

Delivery Documentation

 

The Vendor must ensure that a delivery advice note, which will be signed as ‘Proof of Delivery’ by NHS SC, accompanies all deliveries to the designated Location.  The delivery advice note must be on the Vendor’s headed paperwork and must be presented upon delivery for checking and signing. This document must contain as a minimum the following information:

·         official NHS SC Order numbers;

·         delivery date;

·         Vendor’s name;

·         Goods description;

·         quantity of the Goods, with any variations to the original order quantity being clearly identifiable.

INVOICING

 

Invoice processing

1.     Invoices must be sent and dated to NHS SC on the same date as the Goods are received by NHS SC.

2.     Invoices must be sent either electronically or in paper format, with one Order per invoice. Invoices will be paid by BACS up to 45 days of receipt unless there is an agreed discount for early settlement. Any discounts must apply to all Goods supplied and to all NHS SC Depots.

3.     Credit notes relating to price queries must be received by NHS SC within twenty one (21) days of the query being raised or a debit note will be raised by the Authority.

4.     In the event of a disputed delivery, the Vendor must provide a signed delivery note as proof of delivery otherwise NHS SC may withhold payment.

Quality Control and Proposed Changes to Goods

The Vendor must advise NHS SC of all proposed changes to the Specification of the Goods  (including without limitation changes to the type of Goods or its packaging or configuration) a minimum of 3 months in advance of the proposed implementation of such changes. NHS SC will re-evaluate all proposed changes and determine (at its sole discretion and without incurring any liability) whether or not such proposed changes are acceptable. 

If any changes proposed are not acceptable to NHS SC for any reason, then NHS SC reserves the right to require the Vendor to make further changes to the relevant Goods as NHS SC deems are reasonably necessary to continue to purchase the goods.

If the proposed changes are acceptable, then for the avoidance of doubt this shall not lead to any increase in the Contract Price unless specifically agreed In Writing by NHS SC.

Under no circumstances shall any substitute items be deemed to have been accepted by NHS SC or any Customer without express agreement in Writing.

PROVISIONS APPLICABLE TO FOOD

1.     In order to meet the requirements of the Food Safety Act 1990,  Food Hygiene Regulations 2006, Animal Health Act 1981, European Communities Act 1972, Consumer Protection Act 1987, Trade Descriptions Act 1968 and appropriate EC Regulations, NHS SC policy requires all food Vendors to be independently audited. NHS SC has appointed auditors who are responsible for providing a due diligence defence and in order to achieve this, such auditors will conduct audits on the Vendor (and all other Vendors) to ensure compliance with the Food Law Code of Practice or assess an audit undertaken by an United Kingdom Accreditation Service accredited food product certification body to EN45011 or equivalent. The frequency of audit will be risk assessed in accordance with the risks associated with the specific Goods. The Vendor shall not prevent or delay the auditor from entering any relevant areas of the Vendor’s premises to conduct such audit. Any such prevention or delay will be deemed a breach of this Framework Agreement and any costs incurred by the auditors and/or NHS SC as a result of such breach will be the responsibility of the Vendor.

2.     The cost of all such audits shall be borne by the Vendor against a competitive fixed charge negotiated by NHS SC. Payment is required by the Vendor in advance of each audit taking place. Occasionally, delivery audits and product testing will be carried out which shall also be at the Vendor’s expense.

3.     Vendors must have available for inspection by NHS SC or its authorised agents any reports resulting from an inspection, food complaint investigation or incident resulting in withdrawal of the Vendor’s premises and/or any products, including the Goods by the local council environmental health officer.

4.     A product safety recall procedure must be established and regularly tested by the Vendor, and all incidents must be recorded. Vendors must notify NHS SC and their auditors immediately of any causes for concern which may or will necessitate the recall of any produce which have entered the chain of supply pursuant to any Contract.

5.     Interim audit inspections of the Vendor’s premises will also be carried out from time to time without prior notice to the Vendor. The frequency will depend on the nature of the Goods and the performance of the Vendor of its obligations under the Framework Agreement. These audits shall be at the Vendor’s expense at a competitive fixed charge as negotiated by NHS SC. The Vendor shall not prevent or delay the auditor from entering any relevant areas of the Vendor’s premises. Any such prevention or delay will be deemed a breach of this Framework Agreement and any additional costs incurred by the auditors and/or NHS SC will be the responsibility of the Vendor. Invoices for such audits and other amounts specified in this paragraph 0 will be sent to the Vendor after the audit and payment is due within 30 days of the date of such invoice.

6.     The Vendor agrees to indemnify NHS SC from and against any liability incurred by NHS SC arising from or by reason of the Vendor failing to comply with the provisions of this paragraph 0.

Delivery Vehicles

The Vendor’s (or their sub-contracted carrier’s) delivery vehicles must comply with prevailing food safety legislation and the standards set out in the Food Hygiene Regulations 2006 (as amended), Fish Labelling Regulations 2003 and the Food Labelling Regulations 1996 (as amended).

Genetically Modified Products

The Vendor must inform NHS SC immediately upon becoming aware that any food or food ingredient contains or consists of genetically modified organisms.

The Vendor acknowledges that it is aware that in the European Union, if any Goods contain or consist of genetically modified organisms (GMOs), or contains ingredients produced from GMOs, this must be indicated on the label. The Vendor warrants that in the production, supply and distribution of the Goods and the provision of information relating thereto it will comply with the duties imposed on it by law and further warrants that the Goods shall be supplied strictly in accordance with and shall conform to all relevant UK and EC standards, specifications, conditions and regulations governing the supply of foodstuffs and other Goods intended for human consumption prevailing from time to time in the European Union; and that all Goods supplied will be supplied with all necessary labelling and packaging to comply with current statutory requirements from time to time, (including but not limited to EEC Regulation 258/97) and in particular the Vendor warrants that it shall label clearly in the event that any Goods it supplies has been genetically modified in any manner whatsoever. Accordingly the Vendor agrees to indemnify NHS SC from and against any liability incurred by it arising from or by reason of the Vendor failing to comply with this warranty.

Irradiated foods

The Vendor must inform NHS SC immediately upon becoming aware that any food or food ingredient has been irradiated or if a food or food ingredient has been treated with ionising radiation, it being acknowledged by the Parties that in the UK, only correctly labelled irradiated herbs, spices or vegetable seasonings are permitted.

Company policies

Each Vendor must hold a written published policy acceptable to NHS SC on the subjects listed below (which must be made available on request):

1.             environmental policy;

2.             sustainable food and farming policy;

3.             human rights policy; and

4.             labour standards policy.

Safety, Quality, Efficacy and Medicinal Products

The Vendor will ensure that the sale, supply, importation, manufacture or assembly of such of the Goods as are either medicinal products within the meaning of the Medicines Act 1968 or medical devices within the meaning of the Medical Devices Regulations 2002 shall comply respectively with the provisions of the Medicines Acts 1968 and 1971 (as amended from time to time) or with the provisions of the Medical Devices Regulations SI 2002/618 (as amended from time to time), and the provisions of any relevant regulations made under such respective pieces of legislation.

In the event that the Vendor is in breach of its obligations then without prejudice to any other right or remedy of NHS SC, NHS SC shall be entitled to reject the Goods and the Vendor shall indemnify NHS SC against all costs, claims or liabilities made against or incurred by NHS SC as a result of such breach, including but not limited to the cost of purchasing alternative Goods and all administrative costs incurred by NHS SC in inviting and awarding tenders for the supply of such alternative Goods.

 

The Vendor shall indemnify NHS SC against all costs, claims or liabilities made against or incurred by NHS SC as a result of any withdrawal or recall of any Goods requested by the Vendor or required by any regulatory body.  In the event that any product recall or court action impacting supply of Goods occurs, the Vendor shall notify NHS SC in Writing immediately, and in any event within twenty four (24) hours, of any such recall or action.  The Vendor’s obligations survive the expiration or earlier termination of any Contract made pursuant to this Framework Agreement.

Annual Sales Statement  

If requested by NHS SC, the Vendor shall provide NHS SC within 30 days following each anniversary of the Framework Commencement Date  during the Term and within 30 days of date of expiry or termination of the Framework Agreement a statement giving accurate and complete details of the quantity and value of the Goods sold by the Vendor to NHS SC under the terms of all Contracts entered into pursuant to this Framework Agreement during the year ending on the date of such anniversary or, in the event of expiry or termination, during the period from the date of the last such statement submitted by the Vendor to NHS SC to the date of expiry or termination.  The statement shall include accurate details of the Goods which were sold pursuant to each individual Contract.  The format and level of detail of the statement shall be agreed between NHS SC and the Vendor in Writing.

The Vendor shall keep at its normal place of business detailed, accurate and up to date records of the quantity and value of the Goods sold by the Vendor to NHS SC under the terms of all Contracts entered into pursuant to this Framework Agreement.

Subject to any other auditing process being agreed between NHS SC and the Vendor in Writing, NHS SC shall be entitled by prior appointment to enter the Vendor’s normal place of business during normal office hours and to inspect such records in order to verify whether any statement supplied by the Vendor to NHS SC is accurate and complete.

Choice for Health Manufacture Requirements

Where NHS SC have designated that the product will be packaged and branded under “Choice for Health” the following labelling and branding requirements will apply.

Inner Packs

Should be labelled as follows

·         The name and address of the manufacturer:-

Choice for Health
West Way
Cotes Park Industrial Estate
Alfreton
Derbyshire
DE55 4QJ

·         If the product is classed as a medical Device:

CE mark and the use once symbol (if appropriate)

Lot symbol and space for batch code – space for the batch code required one side only

The product description as per the example templates  below.

The NHS SC NPC code – this will be supplied by NHS SC.

Unit of Issue followed by the word Bag, Pack, Roll etc – depending on the product

Blister Pack – if appropriate

The same information as the bag but also include the sterile information

CE marking details – as above.

Outer Case

 The NPC code

Unit of Issue – e.g Bag, blister pack

Description and qty in a case

An area measuring 10cms x 4cms preceded by the letters P.O Number. This area will then be a blank space which will be stamped at a later date

A barcode

Address as per the bag

Lot symbol – as per the bag

Storage info etc.

Examples of the labelling and branding requirements are included below:-

The pantone for the colour logo is 300c


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Tender Portal Help

This is a sample TENDER PORTAL HELP document. There are illustrations in the original, but they didn’t transfer to this webpage. But that doesn’t deter from the use of this information.

This guide illustrates how guides upon tender portals will help you through the submission and bidding process, especially if you get frustrated by not finding the right buttons to press.

Not all portals are the same, but they follow a similar principle. Here is one of the illustrations. All content text is below…

tender portal help

Table of Contents

  1. DOCUMENT APPROVAL…………………………………………………………………………………………… 3
  2. AIM…………………………………………………………………………………………………………………….. 4
  3. PREREQUISITES……………………………………………………………………………………………………… 4
  4. SELECTING THE APPROPRIATE FRAMEWORK……………………………………………………………….. 4
  5. CAPTURE FRAMEWORK AGREEMENT RESPONSE………………………………………………………….. 7
  6. REVISION CHART………………………………………………………………………………………………….. 30

 

1.     DOCUMENT APPROVAL

 

 

NAME DATE SIGNATURE
Nicolette Fick    
Koos Mynhardt    
Anthony Walker    
Lee Whip    

 

 

 

1.1.       DOCUMENT CONTROL

 

 

 

REFERENCE: Users10 _Manage Framework
DATE: 19th March 2012
VERSION: 1.1
RELEASE:  
AUTHOR/S: Christina Meyer
COMPANY CONFIDENTIAL: Copyright Intenda

 

This document and information herein is the property of Intenda. Usage and/or reproduction of this document is restricted to authorised members of staff of Intenda, or authorised persons of companies that have entered into a confidentiality agreement with Intenda.

 

 

 

 

2.     AIM

 

The aim of this document is to provide a guide for suppliers when responding to an opportunity published by NHS SC.

 

3.     PREREQUISITES

 

 

Suppliers will need to be a registered user of the system.

The supplier has already expressed interest in the relevant sourcing event.

 

Note: Please refer to the Supplier1_Logging On & Supplier Dashboard Mini Guide  for details.

 

 

 

4.     SELECTING THE APPROPRIATE FRAMEWORK

 

To access the Framework/Mini Competition or Contract Tender, select the Supplier Dashboard icon from the desktop.

 

By default the Supplier dashboard opens in the ‘New Opportunities’ view. Select the My Active Opportunities radio button and then ‘Apply’ the new filter.

 

 

 

 

From here there are several options for identifying the most relevant sourcing event.

 

Suppliers can search for opportunities via:  Event Name

Events published between certain dates by making use of the Calendar Pickers.

 

  • Select a date from the month that displays when the calendar picker is open or;

 

  • Use the arrows next to the year and month fields to navigate the calendar backwards or forwards by a month

 

  • Use the drop downs provided to select a different year or month from the options provided

 

 

Scroll through the opportunities visible on the screen, and navigate to additional pages by using the page forward and page backwards buttons.

 

 

By clicking on the Sourcing Event Description in the grid it opens the process

flow.

A completed step in the project process will be indicated by the presence of a GREEN tick next to each step.
An incomplete step in the project process will be indicated by the presence of a RED cross next to each step.
By selecting the relevant framework link, highlighted in ORANGE, the Capture Framework Agreement Request form for the selected sourcing event will open.

 

 

5.     CAPTURE FRAMEWORK AGREEMENT RESPONSE

 

Once the Framework has been selected from the Supplier Dashboard, the Capture Framework Agreement Response form for the selected framework will open.

 

 

There are a series of tabs across the top of the screen which shows the flow of progress through the tender submission process for the supplier.

 

 

 

5.1.            SELECT FRAMEWORK

 

 

By default the Capture Framework Agreement Request form will open with  the Select Frameworks tab active listing all framework in which the supplier has expressed an interest.

 

Select the framework for which a response is to be completed by clicking on it  in the grid.

 

 

Note: Fields highlighted in White are disabled fields which are there for information purposes only and do not require any interaction from suppliers.

There are two functions on this tab.

 

 

Select the NHS SC HEADER DOCUMENTS button at the top Select  Framework tab. This will open a DMS (Document Management System)  window from which the documents that the NHS SC Buyer attached to the Framework can be viewed.

To open the documents, right click on a file name and select the Open Item option provided.

 

The document will download and automatically open in MS Word, MS Excel or PDF, depending on the document type in which it was attached.

 

The system logs that documents have been opened and will display the count  of opened and viewed documents on the Supplier Dashboard for the relevant sourcing event.

 

Guidance note: It is highly recommended that suppliers open and review all  NHS SC documents to ensure the information provided by NHS SC has been reviewed.

 

 

 

 

Select the SUPPLIER HEADER DOCUMENTS button. This will open a DMS window where suppliers can upload required supporting documents which are relevant  to  the  whole  Framework.   Documents  can  be  uploaded  in  any file

format including .Doc, .Xls, PDF etc.

 

Select the Upload New File(s) button, locate the relevant documents (as you would with any office application), select the documents and select the Open option. The selected files will be added to the Supplier Documents of the Select Framework tab.

 

To delete a document, right click on the file name and select the Delete File menu option. A message will display asking for confirmation that the document should be deleted.

 

Select Yes to delete the document, or No to retain the document.

 

 

5.2.            FRAMEWORK QUESTIONNAIRE

 

 

Select the Framework Questionnaire tab. This tab contains a list of questions that  are applicable to all lots on the framework. Therefore this set of questions has been added to the Framework itself, and therefore only needs to be answered once per framework.

 

Note: This tab will be blank if no framework questionnaire was included on the framework.

This tab displays an expandable list on the left hand side of the tab, which is referred to as the tree view, and list of questions that are displayed when a Tender Questionnaire section is selected.

 

Initially the Tree View will open with the folders closed. Select on the top     folder first by clicking on it.

Then expand the Framework Questionnaire folders by clicking on the (arrow) next to the folder.

The selected folder will expand. The expanded folder will be indicated by the arrow which has now changed to a black arrow.

 

Click on a Framework Questionnaire section to display its linked questions in

the right hand side of the tab.

 

Note:  Steps 1 and 2 above must be repeated every time this tab is selected.

Read each of the questions carefully. The scroll bar on the right of  the questions (if one is present) can be used to scroll up and down through the list of questions.

Note: Keep a note of any supporting documents requested to ensure you have uploaded these as part of the Supplier Lot Documents before Submitting the final tender response.

Complete the response to the question in the field provided by typing a free text answer, or by making a selection from the list that is provided where a lookup function is present in the answer field.

Note: Where free test responses are required, the supplier’s response is limited to a maximum of 4000 characters per answer.

Select the UPDATE button to save the answers provided.

 

Note 1:  Suppliers will not be expected to answer all the questions in one go,  but may answer them over a period of time. However, as a general rule, all mandatory questions and required fields will have to be completed PRIOR to submitting the final tender response.

Note 2 – Important: Select the UPDATE button after each answer has been completed. Remember to update the section before navigating away from the section to a new section.

 

 

5.3.            SELECT A LOT

 

 

To move to the next step in the Tender submission phase, Click on the ‘Lot Header’ tab.

 

 

Select the relevant lot by clicking on it in the Select a Lot grid.
Select the Lot Line Details button. This will open and display a view only grid of all items that are linked to the lot. This information is available so the supplier can make a decision as to whether they wish to respond to the lot or not.

 

 

 

 

 

 

 

 

 

 

Select the      (Close) button to close this form.

Click on ‘NHS SC LOT DOCUMENTS’ button to open a DMS screen where any NHS SC lot specific documents will be located.

 

Note:  Refer to Section 5.1 for instruction on how this is done.

Should the supplier wish to respond to this Framework Lot after having viewed the accompanying documents, select the ‘EXPRESS INTENT’ button.

 

Note: This action must be repeated for every Lot to which a supplier wishes to submit a response.

 

 

 

 

 

 

 

5.4.            LOT LINE DETAIL

 

 

Select the ‘LOT LINE DETAIL’ tab at the top of the screen, which is the next step in the tender response process. This tab displays a grid listing the items or products that the NHS SC has put to market on the framework lot. The supplier is required to complete the fields for pricing, quantities etc.

 

 

Important Note: Fields on this grid that are mandatory fields to which the supplier must provide an answer will be highlighted in YELLOW. In the example provided below note that the Cross Dock price field is yellow.

 

 

 

 

 

Select the item to which a response must be captured by clicking on it in the

grid.

The static information for the selected item, like Item Code and Item  Description, will remain displayed in the maintenance section of the tab (top section) as long as the item is selected. This makes it possible for the supplier to know what item is being responded to, irrespective of where in the grid the supplier is.
The supplier is able to scroll backwards and forwards through the grid by making use of the scroll bar provided.
Data can be inserted into cells within the grid by DOUBLE clicking on the cell.

 

In some cases, where a predefined set of answers is provided from which the supplier may select, when double clicking on a cell, a drop down arrow will display next to the field.

 

 

 

Select the      button. The lookup form for the select field will display.

 

To locate the record that is applicable to the item, a filter needs to be applied. Hover over the Short Description column heading with the computer mouse. A lookup arrow will display.

 

Click on the arrow to open the filter menu option. Type the value of the unit of measure that is applicable for this item. The grid of the lookup form will refresh to display only the values that contain this filtered selection. Select the record from the grid and the click on the SELECT FROM LIST button to return the select to the grid field.

 

 

 

 

 

 

 

 

 

 

5.4.1.      ALTERNATIVE RESPONSES

 

 

In some cases, the NHS SC buyer may allow the supplier to capture alternative responses to items/products. This can be allowed per LOT. Therefore in one complete framework to which several lots are linked, there may be only one lot that allows alternative responses, or none of the lots could be set to allow alternative responses.

The supplier will know whether or not alternative responses have been allowed on a lot by the presence of the Alternative Responses and Delete Alternative Response buttons on the grid section of the Lot Line Detail tab for the selected framework.

 

 

 

After selecting the item for which an alternative can be created, select the Alternative Response button. A message will display asking if the supplier wishes to continue.  Select the Yes option.

 

A message will display confirming the alternative to the selected item has been added.  Select the OK button.

 

The alternative item will carry the same item number and description as the  item from which it was created. The supplier will know it is an alternative to the original offer as the alternative item will carry an offer code of OFFER2.

 

 

 

 

 

  • FILTERED UPDATE

 

 

For fields where there is a common answer across all items within a lot, there is an option to complete a filtered update.

The Filtered Update function can only be used once a filter has been applied to select the records to which a particular value must be applied across all items.

In the example provided below, the Factory Gate Price of the original offer and all its alternative offers needs to be updated to the same value of £3.51.

 

 

Click on the arrow which appears at the right hand end of the column header to

which the filter must be applied. This will open a menu selection. Go to Filter option and type the value in the field on which to filter the selection. In the example provided above, the filter applied is that of item code 10405435.

 

The grid will narrow the selection in the grid to return only the data that is applicable to the filter applied.

On the column that contains the fields that need to be updated, click on the arrow which appears at the right hand end of the column header. This will open a menu selection. Go to the Update option, and then across to the Update field. Input the value that you would like the fields of the selected column updated to.

 

 

 

 

 

option.

 

A message will display confirming the changed data has been saved successfully.  Select the OK button.

 

The data will have been updated across all the filtered fields for that column.

 

Note: The other Update functions on the column menu options work in a similar fashion. The names of the Update menu options clearly define what each update function is for.

 

Add will add the value that is inputted into the update field to the value already present in the filtered field.

Subtract will subtract the value that is inputted into the update field from the value already present in the filtered field.

Multiply will multiply the value in the filtered field by the value inputted in the update field.

Divide will divide the value in the filtered field by the value inputted in the update field.

 

 

Once all relevant records have been added, and all changes have been UPDATED, the supplier can progress to the next step in the tender submission process.

 

 

5.5.            LOT EVALUATION

 

 

Select the ‘Lot Evaluation’ tab at the top of the screen, which is the next step in the tender response process. This tab displays an expandable list on the left hand side of the tab, which is referred to as the tree view, and list of questions that are displayed when an Evaluation Criteria section is selected.

 

Initially the Tree View will open with the folders closed. Select on the top

folder first by clicking on it.

 

Then expand the Evaluation Criteria folder by clicking on the (arrow) next to the folder.

The selected folder will expand. The expanded folder will be indicated by the arrow which has now changed to a black arrow.

Click on an Evaluation Criteria section to display its linked questions in the right hand side of the tab.

Note:  Steps 1 and 2 above must be repeated every time this tab is selected.

Read each of the questions carefully. The scroll bar on the right of  the questions (if one is present) can be used to scroll up and down through the list of questions.

 

Complete  the  response  to  the  question  in  the  field  provided  by  making  a

selection from the list that is provided where a lookup function is present in the answer field.

Select the UPDATE button to save the answers provided.

 

Note 1:  Suppliers will not be expected to answer all the questions in one go,  but may answer them over a period of time. However, as a general rule, all mandatory questions and required fields will have to be completed PRIOR to submitting the final tender response.

Note 2 – Important: Select the UPDATE button after each answer has been completed. Remember to update the section before navigating away from the section to a new section.

 

.

 

5.6.            LOT QUESTIONNAIRES

 

 

Select the ‘Lot Questionnaires’ tab at the top of the screen, which is the next step in the tender response process. This tab displays an expandable list on the left hand side of the tab, which is referred to as the tree view, and a list of questions that are displayed when the Lot Questionnaire section is selected.

 

 

Initially the Tree View will open with the folders closed. Select on the top

folder first by clicking on it.

 

Then expand the Lot Questionnaire folder by clicking on the (arrow) next to the folder.

The selected folder will expand. The expanded folder will be indicated by the arrow which has now changed to a black arrow.

Click on a Lot Questionnaire section to display its linked questions in the right hand side of the tab.

Note:  Steps 1 and 2 above must be repeated every time this tab is selected.

Read each of the questions carefully. The scroll bar on the right of the questions (if one is present) can be used to scroll up and down through the list of questions.
Complete the response to the question in the field provided by making a selection from the list that is provided where a lookup function is present in the answer field.
Select the UPDATE button to save the answers provided.

 

Note 1:  Suppliers will not be expected to answer all the questions in one go,  but may answer them over a period of time. However, as a general rule, all mandatory questions and required fields will have to be completed PRIOR to submitting the final tender response.

Note 2 – Important: Select the UPDATE button after each answer has been completed. Remember to update the section before navigating away from the section to a new section.

 

.

 

 

 

 

5.7.            SUBMIT RESPONSE

 

 

Once all of the preceding steps have been completed, the last step in the process is to submit the tender response.

When opening the Supplier Dashboard, the supplier is able to see that for this framework, Lot 1 has been completed, a response has already been submitted previously, and the lot is ready for its final submission.

 

Open the Capture Framework Agreement Request by selecting Framework (highlighted in ORANGE) from the dashboard. Select the correct framework in the Select Framework.

Select the Submit Individual Lot Response(s) tab.

 

 

 

Select the relevant lot from the Submit Individual Lot Response(s) Grid.

 

Note:      If  responding  to  more  than  one  lot,  each  lot  must     be  submitted individually.

Select the TERMS & CONDITIONS button. A popup screen will display detailing the Terms & Conditions that must be accepted prior to the submission of the Lot response. Review details carefully, and select the Accept Terms & Conditions button.

 

 

A message will display asking if the supplier wished to continue. Select the Yes option.

 

 

A message will display confirming the changed data has been saved successfully.  Select the OK button.

Select the button to close the Terms & Conditions screen.

Select the SUBMIT RESPONSE TO SELECTED LOT button.

 

A message will display asking if the supplier wished to continue. Select the Yes option.

 

 

 

If for some reason the supplier has forgotten to accept the Terms & Conditions  a message will display a warning accordingly.

Select the OK button and then go to the Terms & Conditions and accept them.

 

If there are mandatory fields that have not been completed in the submission process, on selection of the Submit button the supplier will receive a warning to this effect and will not be able to submit a response.

If all mandatory fields have been completed, and at least one mandatory price field on one item, the supplier submission will be allowed and a message will display confirming that the response has been submitted. Select the OK button.

In the example message provided below, the lot has been successfully submitted although the supplier is being informed that some items do not have prices captured against them. Select the OK button.

 

In this example all the mandatory questions have been completed and prices have been captured against all the items. Select the OK button.

 

Note: Suppliers can submit corrections and amendments as frequently as they like until the closing date and time of the Framework.

 

 

 

 

 

 

 

The supplier has successfully completed the submission of one lot.

 

The process detailed above is followed for the response to and submission of responses for each individual lot. The submission date and time of each lot will be recorded against the lot in the grid of the Select a Lot tab. The Supplier Dashboard will now show that the lot has been successfully submitted as well.

Once the framework has closed, it will no longer be available on the Capture Framework Agreement Response Form. However, the Supplier Submission Report will remain available to the supplier and can be opened from the relevant sourcing event listed on the Supplier Dashboard.

The sourcing event and its Supplier Submission Report will remain on the Supplier Dashboard for twelve months after the event has closed.

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What is a Commodity Code?

What is a Commodity Code?

It is a code referred to for importing and exporting. Such a code will determine if a product has import or export duty.

Such a code is similar to products codes used in Tenders – the CPV (Common Procurement Vocabulary)

They are different and should not be confused.

If you have identified the CPV codes for your profession and do a search in a web browser you’ll get a precise list of tenders associated with that code. If you identified the Commodity Code, 80% of the time you’ll identify items in the import and export market. The other 20% of the time occasionally has brought me to a tender opportunity I may not have otherwise noticed.

 

Here is a sample list… But the full list would be 5,000 long

04011000 Of a fat content, by weight, not exceeding 1%…..

04012000 Of a fat content, by weight, exceeding 1% but not exceeding 6%….

04013000 Of a fat content, by weight, exceeding 6%….

04020000 Milk and cream, concentrated or containing added sugar or other sweetening matter

04021010 In powder, granules or other solid forms, of a fat content, by weight not exceeding 1.5% : Skimmed Milk

04021020 In powder, granules or other solid forms, of a fat content, by weight not exceeding 1.5% : Milk food for babies

04021090 In powder, granules or other solid forms, of a fat content, by weight not exceeding 1.5% : Other

04022100 In powder, granules or other solid forms, of a fat content, by weight exceeding 1.5% : Not containing added sugar or other sweetening matter

04022910 Whole milk

04022920 Milk for babies

04022990 Others

04029110 Not containing added sugar or other sweetening matter: Condensed milk 04029190 Not containing added sugar or other sweetening matter: Other

what is a commodity code

 

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Tender Websites – Guidance

Tender Websites a Sample Guide that may help

I have pasted in below a HELP GUIDE offered by the Scottish Government’s Tender Website.

This is not exactly how every website works, but they are similar

System Guidance

tender guide help

Help using PCS-Tender

If you have any technical queries please refer to the online “Help for Suppliers” in the first instance. If you require further support please email or phone the BravoSolution helpdesk and ensure you have the PQQ or ITT code, the web address of the portal and a clear description of the problem. Please ensure that you leave plenty of time for issues to be resolved prior to any deadlines.

 

For general information on tendering for public sector contracts, please access the help, guidance and documentation in the Supplier Journey.

http://www.scotland.gov.uk/Topics/Government/Procurement/Selling/SupplierJourney

 

Questions relating to the procurement exercise should be directed to the Buyer via the Messaging area provided within the PQQ/ITT.

 

For further guidance on how to use the system you can download the Supplier Help Guide which can be found on the PCS-T homepage or on the supplier home page as shown below:

 

public tenders

Security

Please treat your PCS-Tender login securely. If using the Single Sign-On service to access PCS-Tender via your PCS account then ensure you treat that login securely as well. If you have lost your password please log onto the website and click the “Forgot your password?” link and follow the instructions.

System Time Out

For security reasons if you are inactive on the site for 30 minutes you will be timed out. This is part of a strict Scottish Government requirement to maintain security and tender integrity.

Navigating PCS-Tender

When navigating through PCS-Tender do not use the ‘Back’ or ‘Forward’ buttons in your browser. Please use the links provided within the site to navigate through PCS-Tender.

 

Legend

Use the Legend to understand icons. Please note that text responses are deliberately capped at 2000 characters (± 350 words). If the Buyer requires a larger response they will add an additional text box or ask for an attachment to be provided. The Numeric fields will not accept text, spaces, symbols etc. Note the red asterisk indicates a mandatory field – all mandatory fields must be completed in order to submit your response to the Buyer.

Mac Users

Mac users should use a Firefox browser (available free of charge at: http://www.mozilla.com/firefox) as the Safari browser does not support certain Java scripts. If you experience any problems with Firefox or any other web browser please contact the BravoSolution helpdesk via the contact details provided within this document.

Managing additional users

public tenders 2

Sub-users can be set up on the portal to allow colleagues to be involved with various stages of a PQQ or ITT – see the online help function or contact the BravoSolution helpdesk for further details.

Review the Settings area of a PQQ/ITT

The settings area of the PQQ or ITT can include, but is not limited to, the closing date and time, scoring methodology, value. You will see this information once you have expressed interest in a PQQ or ITT.

Review the Buyer Attachment area

 

Check the “Buyer Attachments” area to review any documentation provided by the Buyer.  These attachments can be downloaded by clicking on them individually or alternatively you can use the “Mass Download” button to download all attachments at once.

 

Buyers may also attach supporting documents directly to questions or notes. These attachments are indicated by a paperclip symbol to the left had side of the question.

 

Preparing your Response

DO NOT leave your response until the last minutes/hours before the deadline (if you experience connection problems you will miss the deadline and your response may be deemed non-compliant and rejected by the Buyer – always upload generic information early to avoid last minute time pressure).

You may be required to respond to questions in three envelopes:

 

  • Qualification Envelope: Supplier details, business probity and insurances;
  • Technical Envelope: Technical questions; and
  • Commercial Envelope: Pricing – not in a PQQ, only in an ITT

 

To access these envelopes you can either click “Edit Response” located at the top right hand side of each envelope or alternatively click the title of each envelope as displayed in the “My Response Summary”. Within this section you are also shown the number of questions that you have yet to answer including the total number of mandatory questions that still require a response.

When the Buyer has asked for an attachment at question level please ensure that you upload the file against the question. Only attach documents that the Buyer has requested.

Whilst the system allows for the upload of large individual documents (max 50mb at a time), we recommend that you keep attachments to a manageable size to ensure ease and speed of access.

Saving your Response

As you progress through your PQQ/ITT response please ensure you save your work regularly. Failure to do so could result in you losing your work if you experience connection issues or are inactive for over 30 minutes and are timed out. Alternatively the system will allow you to “export” your response and complete off-line and then “import” in advance of the closing date time.

 

Standardised Questions within PCS-Tender

The use of Standardised Questions within a PQQ or ITT allows Suppliers to store and reuse their answers to these questions. When the Buyer opens up a Supplier response, answers to standardised questions will back fill the suppliers “Extended Profile”.

Suppliers that have answered Standardised questions previously, either in their “Extended Profile” or as part of a PQQ/ITT will have their previous answers pre-populated for them. It is the Suppliers responsibility to review, and where appropriate update these answer prior to the submission of PQQ/ITT response.

Suppliers can identify Standardised questions by reviewing the Section Titles.

Note: Whilst some questions have been standardised on PCS-Tender, the way in which Buyers evaluate your responses to these questions may be different. Each procurement exercise is different and will therefore have different evaluation criteria. Suppliers should review documentation provided by the Buyer to ensure that the answers they give to standardised questions are relevant to the specific PQQ/ITT.

Mandatory Questions

Questions marked with a red asterisk (*) are mandatory and a response to these questions must be provided in order to submit a response. Failure to provide a response to a mandatory question will result in you not being able to submit your response to the Buyer.

When responding to a PQQ/ITT you can check your response for completeness by clicking the “Validate Response” button. Where you fail to complete a mandatory question an alert will pop up advising of which areas/questions are incomplete.

IMPORTANT: The system will not allow you to submit your response to the Buyer if you have failed to provide an answer to ANY mandatory questions. It is your responsibility to ensure that you have answered all mandatory questions in advance of the tender deadline.

For multi lot Framework ITT’s you will be required to complete ALL mandatory ITT’s along with any lotted ITT’s that you are bidding for. Failure to submit a mandatory ITT will result in your submission being nullified and removed from the process.

Messages

Every PQQ/ITT will have its own messaging area to allow two-way communication between the buyer and suppliers. The messaging area can be found on the left hand side of the screen.

The Messages area will provide any updates / amendments / clarifications posted by the Buyer and can be reviewed and responded to.  The number of unread messages will be highlighted in brackets. By clicking Messages the following drop down will appear:

  • Create Message: Here you can compose a message to the Buyer regarding the PQQ/ITT. Attachments can also be added.
  • Received Messages: Here you will be able to view all messages issued to you by the Buyer.
  • Sent Messages: For audit purposes a record of all your sent messages are retained on the system.
  • Draft Messages: You can hold messages in draft format and send later.

 

If specific clarification re interpretation of, or modification to, the text of a PQQ or ITT , then the Buyer shall provide the same information to all Suppliers without disclosing the name of the Supplier who initiated the query via the messaging area.

For audit and transparency purposes please use the Secure Messaging area to communicate with the Buyer at all times.

Changes during the process

If the Buyer makes any changes to the Settings and Questions in the PQQ/ITT, the Buyer will ensure that such changes are brought to your attention.

Submitting your Response

Once you have completed your response you must SUBMIT it to the Buyer. Responses not submitted will not be received by the Buyer and will therefore not be evaluated.

TOP TIP: Suppliers are able to SUBMIT and update their response more than once. The buyer will only receive the latest submission.

You can also check your response for completeness prior to submission by clicking the “Validate Response” button.

 

Late Responses

Acceptance of late responses is at the discretion of the Buyer. The system will allow suppliers to submit a late response as long as the Buyer has not started the evaluation process. This does not mean the buyer will accept and evaluate your response.

IMPORTANT: Many authorities DO NOT accept late tender responses submitted past the closing data and time, thus it is the suppliers responsibility to contact the Buyer should they submit a late response.

Top Tips

  • Ensure that you read and digest all documentation thoroughly and make note of key actions and deadlines (you may want to create a checklist of actions to review prior to publishing your response).
  • Don’t leave your response until the last minute – if you have problems you may not be able to resolve them before the deadline for responses.
  • Always use the secure messaging tool for communicating with the Buying team.
  • Only upload attachments when requested. Try to avoid uploading very large files.
  • Try and answer all questions not just the mandatory ones.
  • Please treat your username and password securely – if you lose or forget your password there is a link on the portal homepage where it can be emailed to the registered email address.
  • Consistently SAVE your work – security protocols will automatically “time-out” after 30 minutes of inactivity.
  • Please remember you MUST “Submit” your response to the Buyer.

 

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Finding tenders for free

Finding tenders for free – how is it done?

When you use a search engine 80 – 90% of all search results are from ‘tender assist’ websites.

What are tender assist websites?

These are sites that want you to sign up for their ‘paid for’ services. They will give you alerts / email triggers for tenders and contracts in your chosen profession. This service is excellent, but you do pay a high price. Ranging from £50 per month to £2,500 per year.

Of course at this stage I would like to plug my Ebook for £37.95 that explains all the tips and tricks you need to find tenders easily. With an instant download.

Please try my guide … you’ve got nothing to lose… please click on this link:

How to Succeed in Tenders

But this page is about finding tenders for free

finding tenders for free

A good starting point to try an avoid many of these tender assist sites is to find out what CPV codes relate to your profession. The CPV codes operate like a tree, with different sub-headings and different branches from the main profession.

Do a Google search for “CPV code List” or see one of my other blog entries. Or use this link:

http://simap.ted.europa.eu/web/simap/cpv

For example:

33111200-3 X-ray workstations

There are of course 1000’s of codes, but they narrow any search to be very specific.

You’ll quickly learn what websites are ‘tender assist’ websites rather than the real McKoy.

But here is a good website that’s the real deal:

https://www.gov.uk/contracts-finder

I hope that helps a little to send you on your way :-)

 

 

 

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