Customer support call 0345 410 2222
Supplier support call 0345 010 3503

Office Supplies for the Wider Public Sector

Contract ID: RM3703

Start Date: 05/03/2015

End Date: 04/03/2018

Description

The Office Supplies for Wider Public Sector agreement provides you with a competitive, single route to market for the supply and delivery of all your office supplies requirements:

  • Office Stationery - General office stationery products such as pens, pencils, desktop accessories, filing, presentation items, diaries and associated office supplies including catering consumables.
  • Office Paper - Office paper products such as cut paper and board.
  • Janitorial Products - Janitorial cleaning products such as washroom supplies, blue roll, washing-up liquid and refuse sacks.
  • Small Office Machines - Small office machines such as desktop printers, paper shredding machines, label making machines and laminators.
  • Personal Protection Equipment - Personal Protection Equipment such as safety clothing, hard hats, first aid kits and eye protectors.
  • Electronic Office Supplies - Electronic office supplies such as ink and toner printer cartridges, electronic storage media and peripherals.

Benefits

This agreement provides a range of commercial benefits including:

  • Multi-vendor agreement with one lot structure
  • Ability to segment requirements and target specific customer needs
  • Three different routes to procure office supplies: direct award, further competition and/or eAuction
  • Wider public sector focused product list developed from detailed customer product level management information
  • Scope to aggregate requirements through further competition and/or eAuction to deliver efficiency savings
  • Reduced core list pricing through eAuction and further competition which delivers proven customer price savings
  • Range of delivery options ensuring full visibility of service costs
  • Flexibility in price and service requirements to suit individual requirements
  • A full range of sustainable products that meet the Government Buying Standards and is in line with the Greening Government Commitment

Back to the top

Access

There are three routes to access this agreement:

  1. You can make a direct award
  2. You can run a further competition
  3. You can take part in an eAuction

No formal sign up is required. If you are eligible to use the agreement simply quote the framework reference number RM3703 to access the arrangement. 

Following the award of ANY call-off agreement, it is mandatory for you to notify us and provide details of a) who you have awarded to b)  estimated contract value c) estimated savings achieved and d) start and end date of the call-off agreement by emailing officesupplies[at]ccs.gsi.gov[dot]uk

Direct Award

You can award a call-off agreement without holding a further competition by:

  • Developing a clear Statement of Requirements setting out your requirements for the goods
  • Confirming that the Statement of Requirements can be met by the framework agreement supplier as set out in Call-Off Agreement Schedule 2 (Goods)
  • Determining that all the terms of the framework agreement and the call-off terms do not require amendment or any supplementary terms and conditions

Access to core list pricing 

Full details of suppliers maximum framework prices and pre-agreed percentage discount levels from their wider catalogue can be found on the eSourcing tool (registration required) or on the Government eMarketplace

If you are already registered, log on to the eSourcing tool and follow the instructions below to access the pricing:

  • Hover over the tab at the top of the home page called ‘RFx(s)', then click ‘Manage RFx(s)’

  • Click the tab ‘Templates’ on the left hand side, towards the top of the page

  • Click ‘Search’ (Binoculars icon on right hand side of the page)

  • Type in *RM3703* in the box which says ‘Name’ and press enter

  • Click the link which says 'RM3703 Further Competition Template'

  • Click ‘RFx Attachments (2)’ at the top of the page or 'Attachments' on the left of the page, towards the bottom of the list

  • Click the blue link which says 'RM3703 Office Supplies framework' under the ‘Content’ title

  • Download the price files

 

Crown Marketplace

The office supplies framework eCatalogue Beta release is now available for live purchasing by any wider public sector organisation, being the second set of content on the new CCS Purchasing Platform.

Please click this link to visit the new site and sign up https://purchasingplatform.crowncommercial.gov.uk

The signup process is simple, and fully online-based. Buyers will need to know, at signup, whether they are permitted (under their organisations procurement policy and processes) to issue a purchase order directly from within the Procurement Platform (Quote & Purchase) or whether they need to obtain a system quote for onward processing using another system/process (Quote only) as a buyer role needs to be selected at signup. 

Extra functionality is still being developed and will be delivered over the coming weeks, including integration with buyers procurement systems.  Please use the "contact us" link on the home page at the link above (either pre or post-logon) to express interest in this function or with any other questions.

 

Further Competition

You can award a call-off agreement under this framework agreement, at your discretion, through a further competition procedure on the basis of the offer which:

  • Offers the lowest price
  • Offers the most economically advantageous tender (MEAT)

Please consult the customer guidance document or contact officesupplies[at]ccs.gsi.gov[dot]uk if you require any further advice or guidance.

The maximum prices available from each of the suppliers on the agreement, are available on our eSourcing tool as per the above.

eAuction

To support you to drive greater efficiencies in procuring office supplies, we run eAuctions to aggregate customer spend. By agreeing to a standard service profile and aggregated core list of products, previous office supplies eAuctions have achieved in excess of 25% cost savings for customers through product standardisation, product rationalisation and aggregating spend across multiple organisations.

If you would like to register your interest taking part in an eAuction, please contact officesupplies[at]ccs.gsi.gov[dot]uk and a member of the team will contact you to discuss your potential requirements.

Back to the top

Savings

Savings can be calculated primarily in two ways:

  • Based on customers’ previous prices
  • In line with Cabinet Office guidance on 09/10 baseline costs

The most effective way to achieve savings is by running a further competition or taking part in an eAuction.  If known volume and historical spend information is provided upfront the suppliers are likely to provide a more competitive bid, delivering you significant savings.

If you wish to take part in an eAuction you can expect to achieve in excess of 25% savings based on what you currently pay.  Recent eAuctions confirm that this is a realistic estimate of what can be achieved.

Back to the top

Background

A public sector office supplies strategy was developed to undertake a two phased approach, with the first phase being the RM3703 office supplies for the wider public sector framework to replace the RM781 framework which expired on 7 January 2015.  This agreement is a one stop shop contractual vehicle that will provide the necessary choice and flexibility to meet the diverse needs of a wide customer base, whilst at the same time optimising savings opportunity with regular competition and benchmarking to ensure best value.

It is intended phase 2 which will follow in the last quarter of 2014/15 will be a strategic partnering relationship with a limited number of suppliers, providing a route for central government and wider public sector customers with a similar organisational and servicing profile to maximise strategic leverage within the marketplace. This overall approach together with the Office Supplies Marketplace solution, hosted through the Government eMarketplace called Contracts Directory, due to launch in April 2015, will provide a full end to end service for your office supplies requirements.

We placed a PIN advertisement on 4 June 2014 (PIN Reference number 2014/S 108-189685) providing details of the intention to procure Office Supplies. 

HMRC, on behalf of the Crown Commercial Service, placed an OJEU advertisement on 2 September 2014 (OJEU number 2014/S 169-300237) through the HMRC Emptoris eSourcing Suite for the provision of Office Supplies. The OJEU set out the scope and structure of the new offering.

The evaluation criteria was defined as 40% quality and 60% price. 

Following full compliance checks, tenders were evaluated in accordance with the published evaluators guidance and methodology and the evaluation award criteria.

The framework agreement was awarded on 5 March 2015 to six suppliers for an initial period of 2 years.  The scope of the framework agreement covers the following product groups:

  • Office Stationery - General office stationery products such as pens, pencils, desktop accessories, filing, presentation items, diaries and associated office supplies including catering consumables.
  • Office Paper - Office paper products such as cut paper and board.
  • Janitorial Products - Janitorial cleaning products such as washroom supplies, blue roll, washing-up liquid and refuse sacks.
  • Small Office Machines - Small office machines such as desktop printers, paper shredding machines, label making machines and laminators.
  • Personal Protection Equipment - Personal Protection Equipment such as safety clothing, hard hats, first aid kits and eye protectors.
  • Electronic Office Supplies - Electronic office supplies such as ink and toner printer cartridges, electronic storage media and peripherals.

To ensure we are getting the best value from the agreement, all suppliers will be managed by the category team on a bi-monthly basis through a series of teleconferences, face to face, quarterly and strategic review meetings focussed around compliance with agreed KPIs/service levels, customer satisfaction, spend, demand management and savings delivery.

Back to the top

Lot details

Lot Number Lot Name Lot Category Number of Suppliers Contract Expiry
All Lots Office Supplies for the Wider Public Sector Office 6 - click here to view suppliers 04/03/2018

Back to the top

Framework Manager Contact Details

Office Category

officesupplies@crowncommercial.gov.uk

0345 410 2222

Back to the top