Section one: Contracting entity
one.1) Name and addresses
THAMES WATER UTILITIES LIMITED
RG1 8DB
Reading
RG18DB
Contact
Thames Water
procurement.support.centre@thameswater.co.uk
Country
United Kingdom
NUTS code
UKJ11 - Berkshire
Companies House
02366661
Internet address(es)
Main address
https://www.thameswater.co.uk/
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://www.thameswater.co.uk/about-us/our-suppliers/procurement
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.6) Main activity
Water
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Office and Janitorial Products
Reference number
FA2047
two.1.2) Main CPV code
- 30192000 - Office supplies
two.1.3) Type of contract
Supplies
two.1.4) Short description
Thames Water Utilities Limited are seeking to award a single supplier to supply and deliver office supplies, and Janitorial Products to over 200 sites across Thames Valley and London. The scope does not include office furniture, printing services and IT equipment.
We are looking to partner with a supplier who supports in delivering value for money through analysis of spend trends, standardization and require a supplier who will collaborate with Thames Water making recommendations for improvement and optimisation. Thames Water will also look at environmental products being recommended as alternatives when purchasing products on catalogue. Thames Water will require the supplier to offer easy ordering solutions for our end-users via SAP punch-out and online ordering portals.
Thames Water would also require a supplier who has the capabilities and systems to help eliminate non-complaint spend, offer data led reporting and insight to help Thames Water identify cost savings, identify high "spenders", rationalize the core-list of products, and identify sustainability drivers.
two.1.5) Estimated total value
Value excluding VAT: £3,800,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 30197000 - Small office equipment
- 30199000 - Paper stationery and other items
- 39800000 - Cleaning and polishing products
two.2.3) Place of performance
NUTS codes
- UKI - London
- UKJ - South East (England)
Main site or place of performance
Whole of Thames Water region.
two.2.4) Description of the procurement
Thames Water Utilities Limited is the UK's largest water and wastewater services provider employing over 6,500 people and serving 15 million customers - approximately 22% of the England and Wales population.
Thames Water Utilities Limited are seeking to award a single supplier to supply and deliver office supplies, and Janitorial Products to over 200 sites across Thames Valley and London. The scope does not include office furniture, printing services and IT equipment.
We are looking to partner with a supplier who supports in delivering value for money through analysis of spend trends, standardization and require a supplier who will collaborate with Thames Water making recommendations for improvement and optimisation. Thames Water will also look at environmental products being recommended as alternatives when purchasing products on catalogue. Thames Water will require the supplier to offer easy ordering solutions for our end-users via SAP punch-out and online ordering portals.
Thames Water would also require a supplier who has the capabilities and systems to help eliminate non-complaint spend, offer data led reporting and insight to help Thames Water identify cost savings, identify high "spenders", rationalize the core-list of products, and identify sustainability drivers.
In 2022 we placed over 4000 orders, therefore it is a mandatory requirement that we are able to purchase products via punch-out catalogue. We will be looking for the supplier to provide great service, with delivery within 2 days on core list items.
We want to work with a Service Provider that shares our values, immerses itself in our challenges, strategy and industry and which, using this deep understanding, will help us to deliver our goals and objectives for this contract.
The scope of this agreement will be to:
• To supply a range of stationery, office supplies and janitorial products (excluding office furniture and IT equipment) which will be used by the Thames Water staff during their normal duties and to be delivered across the whole of our operating region, including over 200 Thames Water sites cooperate offices and operational sites.
• To offer easy ordering solutions for our end-users via SAP punch-out and online ordering portals.
• Provide a core offering of both Branded and own-brand, and environmentally-friendly products.
• Assist Thames Water to minimise off-core list purchases.
• Assist Thames Water in transitioning to scheduled delivery days during the life of the contact.
• Offer data lead reporting and insight to help Thames Water identify cost savings, identify high "spenders", and identify sustainability drivers.
• Provide reports on ESG activities to Thames Water so we can provide ESG reports to stakeholders.
• The ability to offer the collection of Ink cartages and items to close the loop of purchasing and waste management.
• Thames Water aims to have 70% of all items purchased through the "core" list, therefore the supplier must be able to encourage and control TW operatives to purchase through the core list of products.
The service provider will ensure that deliveries are free irrespective of quantity on all items purchased across the Thames Water region and will deliver all "core" products within 2 working days. All-carriage shall be free-of-charge with no charge for any administration.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £3,800,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
72
This contract is subject to renewal
Yes
Description of renewals
Any agreement awarded would be for an initial duration of 3 years with options for Thames Water Utilities Limited to extend annually up to a maximum of 6 years.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 10
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
Any agreement awarded would be for an initial duration of 3 years with options for Thames Water Utilities Limited to extend annually up to a maximum of 6 years.
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As detailed in the PQQ.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
As detailed in Section VI.3 and the PQQ.
three.1.6) Deposits and guarantees required
Bonds and/or parent company guarantees of performance and financial standing may be required.
three.1.7) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them
As detailed in the ITN.
three.1.8) Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Consortia may be required to form a legal entity prior to any award.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As detailed in the ITN.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
four.1.6) Information about electronic auction
An electronic auction will be used
Additional information about electronic auction
Thames Water reserve the right to conduct an e-auction.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
21 August 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
All suppliers who wish to respond to this contract notice must request a pre-qualification questionnaire (PQQ) by using the web link in
Section I.3 (www.thameswater.co.uk/procurement)
From your response to the link in Section I.3 or above, Thames Water's Procurement Support Centre will send you an email providing login details for our eSourcing system (i.e. IASTA Smartsource). To complete the PQQ you will need to login to IASTA Smartsource.
If the project requires it, you will receive an additional and separate survey to complete for Data Protection.
Note - The client may be Thames Water Utilities Limited or another company within the Kemble Water group structure.
six.4) Procedures for review
six.4.1) Review body
Thames Water Utilities Limited
Head Office
Reading
RG1 8DB
procurement.support.centre@thameswater.co.uk
Country
United Kingdom
Internet address
https://www.thameswater.co.uk/
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Thames Water Utilities Limited will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Utilities Contracts Regulations 2016 (SI 2016 No 274) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).