Common use of Procurement Timetable Clause in Contracts

Procurement Timetable. The timetable for this Procurement is set out below. This timetable may be changed at any time but any changes to the dates will be made in accordance with the Regulations (where applicable). Potential tenderers will be informed if changes to this timetable are necessary. 18th November 22 Release of the ITQ to all potential tenderers 25th November 22 – 14:00 Clarification period closes (“Tender Clarifications Deadline”) 12th December 22 Deadline for submission of Tenders to Jaggaer E-Sourcing Tool (“Tender Submission Deadline”) Week commencing 12th December 22 Evaluation Period 19th December 22 Approval to Award 3rd Jan 22 – 12th January 23 Standstill Period (accounting for the Christmas Period) 13th January 23 Contract Award Scope The Agency has several Buildings across Swansea including our main site located at Longview Road, we have a campus at ▇▇ ▇▇▇▇▇ and Swansea Vale which incorporates our Contact Centre and main training facilities for DVLA. This procurement exercise is to provide a “call off” contract agreement to supply all items as identified in Section 6 as well as any adhoc items required by the department throughout the life of the contract. There will be a requirement for the provider to supply, deliver and in most instances build furniture items to all DVLA offices across the UK as listed in Section 8.12. Furniture items will need to be delivered directly to the location as advised by the Agency Estates Team, they will be expected to unpack and remove any/all packaging from site. DVLA can support any Supplier visits/tours needed to our sites to support bids. Implementation and Deliverables The Agency is looking to award a contract for a period of 2 years with the option to extend by a further 1 year taking the potential contract duration to 3 years. This should include delivery and installation of all items specified in section 6 of this document. The target date for contract commencement is January 2023. Specifying Goods and / or Services The Agency currently procures a range of bespoke furniture items recommended by its Occupational Health services. To continue supporting staff at the Agency we require a furniture contract to provide all items as outlined in the table below. Standard office desk Size of current general office furniture: 1600mm wide x 800mm and 1400mm wide x 800mm models Each desk to be freestanding, having its own independent legs or framework Availability of an electronic rise and fall option with 4 x socket power to support electronic rise and fall install requirements Colour: Any (Light wood colour preferred) Shape: Double Wave preferred Compliant with all relevant regulations for Display Screen Equipment (DSE) use Cable management: included Mains power distribution: minimum of 4 x fused 13 Amp mains sockets per desk Ability to provide desktop only to support any replacement requirements e.g. damage or fading on surface Warranty: Minimum 12 months The number of standard desk replacements will be minimal as current contract includes the replacement of desks if damaged Based on analysis of our pre-covid volumes, in 2018 we ordered approx. 43 electronic rise and fall desks and 80 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 10% (for contingency purposes). Estimated volumes therefore are 88 desks per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Standard office chair Colour: Any (several colour options would be preferred) Fully adjustable in compliance with all relevant regulations for DSE use Fire safety: Upholstery must conform to the requirements of British Standard BS5852: 1990 Cushioned via padding or mesh (any polyurethane padding must conform to BS379) Chairs to have a “high” back support only Seat and back covering must be non-slip, easy to clean or wash, durable and made of a breathable material Wheeled base with castors Two arms, adjustable in height, back and a Slide seat adjustment Provide the Min/Max weight bearing details Warranty: Minimum 12 months The number of standard office chair will be minimal as current contract includes the replacement of chairs if damaged or worn For tendering purposes, we have included an estimated volume of 5 chairs per annum. Specialist office chairs Provide samples for our onsite OH suite Colour: Any (several colour options would be preferred) Fully adjustable in compliance with all relevant regulations for DSE use Fire safety: Upholstery must conform to the requirements of British Standard BS5852: 1990 Cushioned via padding or mesh (any polyurethane padding must conform to BS379) Seat and back covering must be non-slip, easy to clean or wash, durable and made of a breathable material Wheeled base Two arms, adjustable in height, back and a Slide seat adjustment Must have option for Headrest, cut outs or support pillow Provide the Min/Max weight bearing data Warranty: Minimum 12 months Provide operating instructions and/or user manuals Based on analysis of our pre-covid volumes, in 2018 we ordered 140 specialist chairs and 220 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 10% (for contingency purposes). Estimated volumes therefore are 242 chairs per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Ad hoc Equipment including any specialist items One off specialist chair option, outside of the Catalogue options - 5 Coccyx support cushion – 10 items Lumbar support – 30 items Footrest/Footstools – 20 items Desk Risers – 50 items Writing slopes/Document slopes – 10 items Leg rest, single and double – 10 items Lecterns – 5 items Desk mounted screens (backboards) 1600 × 25 × 400 mm, and 1400 x 25 x 400 mm – 15 items Desk number plates – 5 items Warranty: Minimum 12 months Based on analysis of our pre-covid volumes, in 2018 we ordered 60 ad-hoc items and 100 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 60% (for contingency purposes). Estimated volumes therefore are 160 ad-hoc items per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Delivery and build requirements All furniture is to be ordered following approval from the DVLA Estates Team, including the site address Delivery all furniture items within a 28-working day period from the initial order request Deliver, build, and set-up all specialist chairs Deliver flat packed all desks including electronic desks Recover, Repair and Maintenance Response within 48 hours Final fix within 10 working days of item collection Like for like replacement As stated in the table above, the provider needs to ensure all products supplied meet DVLA needs and has a minimum 12-month warranty. The terms and conditions need to include recover/repair and maintenance e.g. replacing gas cylinders. DVLA would like to know the expected life cycle of each item so we can understand when the items require life cycle replacement (LCR). We are unable to forecast an accurate quantity of furniture to be supplied over the period of this contract as this is subject to change dependant on how many recommendations, we get from our Occupational Health department or via other sources not known at the tender date. The quantities given are estimated figures based on pre-covid volumes. As the DVLA cannot accurately predict future order quantities, the table below has been included to give you visibility of the size of our estate as this could potentially impact order quantities. DVLA’s employment headcount of 6,219 is deployed across the estate as defined below, demonstrating the maximum potential occupancy of staff that can be onsite at any one time. The main occupancy times across the estate are as follows: Morriston site between 6am-11pm with a small workforce presence working 24/7, 365 days a year. Contact Centre is between 8am-7pm.

Procurement Timetable. The An outline of the Project’s timetable for this Procurement covering the key business stages, design development milestones, main procurement steps and likely implementation period is set out described below. This timetable may In essence the Hub process for DBDA procurement is divided into 3 sequential stages, these being:  New Project Request (NPR) – an NPR will be changed at any time but any changes issued by the Board in consultation with SFT, based on benchmarking costs derived from SFT’s Performance Metrics of their previously delivered community facilities.  Stage 1: this stage aligns with the OBC approval process. The hub company’s construction and design team will develop the Board’s schedule of accommodation requirements to an appropriate level of design development and submit a Stage 1 submission.  Stage 2: this stage aligns with the Full Business Case (FBC) approval process. The hub company’s contractor and design team will complete the design development to the dates will be made in accordance with the Regulations (where applicable). Potential tenderers will be informed if changes to this timetable are necessary. 18th November 22 Release of the ITQ to all potential tenderers 25th November 22 – 14:00 Clarification period closes (“Tender Clarifications Deadline”) 12th December 22 Deadline for submission of Tenders to Jaggaer E-Sourcing Tool (“Tender Submission Deadline”) Week commencing 12th December 22 Evaluation Period 19th December 22 Approval to Award 3rd Jan 22 – 12th January 23 Standstill Period (accounting for the Christmas Period) 13th January 23 Contract Award Scope The Agency has several Buildings across Swansea Boards construction requirements, including our main site located at Longview Road, we have planning consent and submit a campus at ▇▇ ▇▇▇▇▇ and Swansea Vale which incorporates our Contact Centre and main training facilities for DVLA. This procurement exercise is to provide a “call off” contract agreement to supply all items as identified in Section 6 as well as any adhoc items required by the department throughout the life of the contract. There will be a requirement for the provider to supply, deliver and in most instances build furniture items to all DVLA offices across the UK as listed in Section 8.12. Furniture items will need to be delivered directly to the location as advised by the Agency Estates Team, they will be expected to unpack and remove any/all packaging from site. DVLA can support any Supplier visits/tours needed to our sites to support bids. Implementation and Deliverables The Agency is looking to award a contract for a period of stage 2 years with the option to extend by a further 1 year taking the potential contract duration to 3 years. This should include delivery and installation of all items specified in section 6 of this documentsubmission. The target date for contract commencement procurement timetable is January 2023. Specifying Goods and / or Services The Agency currently procures a range of bespoke furniture items recommended by its Occupational Health services. To continue supporting staff at the Agency we require a furniture contract to provide all items as outlined in the table 14 below:- Stage Start Date End Date Service planning for IA Feb 17 Sept 18 AEDET review of existing accommodation Sept 18 Sept 18 IA to NHSG Board & North Regional Board for determining prior to CIG submission Nov 17 Jan18 IA considered by CIG Jan 18 Feb 18 NPR issued by NHSG March 18 April 18 Stage 1 development of preferred option April 18 Oct 18 NDAP & AEDET review for OBC Aug 18 Aug 18 Technical review of Stage 1 submission Aug 18 Sept 18 OBC to NHSG Board & North Regional Board for determining prior to CIG submission Sept 18 Nov 18 OBC considered by CIG Dec 18 Dec 18 Stage 2 development of preferred option* (see below. Standard office desk Size ) Oct 18 July 19 NDAP & AEDET review for FBC May 19 May 19 Technical review of current general office furniture: 1600mm wide x 800mm and 1400mm wide x 800mm models Each desk Stage 2 submission Oct 18 July 19 FBC to be freestanding, having its own independent legs or framework Availability NHSG Board & North Regional Board for determining prior to CIG submission June 19 Aug 19 FBC considered by CIG Sept 19 Sept 19 Land acquisition purchase/concluded Jan 19 Sept 19 Finalisation of an electronic rise and fall option with 4 x socket power to support electronic rise and fall install requirements Colour: Any (Light wood colour preferred) Shape: Double Wave preferred Compliant with all relevant regulations for Display Screen Equipment (DSE) use Cable management: included Mains power distribution: minimum of 4 x fused 13 Amp mains sockets per desk Ability to provide desktop only to support any replacement requirements e.g. damage or fading on surface Warranty: Minimum 12 months The number of standard desk replacements will be minimal as current contract includes the replacement of desks if damaged Based on analysis of our pre-covid volumes, in 2018 we ordered approx. 43 electronic rise and fall desks and 80 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 10% (for contingency purposes). Estimated volumes therefore are 88 desks per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Standard office chair Colour: Any (several colour options would be preferred) Fully adjustable in compliance with all relevant regulations for DSE use Fire safety: Upholstery must conform to the requirements of British Standard BS5852: 1990 Cushioned via padding or mesh (any polyurethane padding must conform to BS379) Chairs to have a “high” back support only Seat and back covering must be non-slip, easy to clean or wash, durable and made of a breathable material Wheeled base with castors Two arms, adjustable in height, back and a Slide seat adjustment Provide the Min/Max weight bearing details Warranty: Minimum 12 months The number of standard office chair will be minimal as current contract includes the replacement of chairs if damaged or worn For tendering purposes, we have included an estimated volume of 5 chairs per annum. Specialist office chairs Provide samples for our onsite OH suite Colour: Any (several colour options would be preferred) Fully adjustable in compliance with all relevant regulations for DSE use Fire safety: Upholstery must conform to the requirements of British Standard BS5852: 1990 Cushioned via padding or mesh (any polyurethane padding must conform to BS379) Seat and back covering must be non-slip, easy to clean or wash, durable and made of a breathable material Wheeled base Two arms, adjustable in height, back and a Slide seat adjustment Must have option for Headrest, cut outs or support pillow Provide the Min/Max weight bearing data Warranty: Minimum 12 months Provide operating instructions and/or user manuals Based on analysis of our pre-covid volumes, in 2018 we ordered 140 specialist chairs and 220 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 10% (for contingency purposes). Estimated volumes therefore are 242 chairs per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Ad hoc Equipment including any specialist items One off specialist chair option, outside of the Catalogue options - 5 Coccyx support cushion – 10 items Lumbar support – 30 items Footrest/Footstools – 20 items Desk Risers – 50 items Writing slopes/Document slopes – 10 items Leg rest, single and double – 10 items Lecterns – 5 items Desk mounted screens (backboards) 1600 × 25 × 400 mm, and 1400 x 25 x 400 mm – 15 items Desk number plates – 5 items Warranty: Minimum 12 months Based on analysis of our pre-covid volumes, in 2018 we ordered 60 ad-hoc items and 100 in 2019. For evaluation purposes DVLA will give expected volumes of the 2019 figures plus 60% (for contingency purposes). Estimated volumes therefore are 160 ad-hoc items per annum. Please note, this figure is given with the best information the agency has available to it as of the issue to tender date. Delivery and build requirements All furniture is to be ordered following approval from the DVLA Estates Team, including the site address Delivery all furniture items within a 28-working day period from the initial order request Deliver, build, and set-up all specialist chairs Deliver flat packed all desks including electronic desks Recover, Repair and Maintenance Response within 48 hours Final fix within 10 working days of item collection Like for like replacement As stated in the table above, the provider needs to ensure all products supplied meet DVLA needs and has a minimum 12-month warranty. The terms and conditions need to include recover/repair and maintenance e.g. replacing gas cylinders. DVLA would like to know the expected life cycle of each item so we can understand when the items require life cycle replacement (LCR). We are unable to forecast an accurate quantity of furniture to be supplied over the period of this contract as this is subject to change dependant on how many recommendations, we get from our Occupational Health department or via other sources not known at the tender date. The quantities given are estimated figures Contract Documents Sept 19 Oct 19 *based on pre-covid volumes. As the DVLA cannot accurately predict future order quantities, the table below has been included hub agreement to give you visibility of the size of our estate as this could potentially impact order quantities. DVLA’s employment headcount of 6,219 is deployed across the estate as defined below, demonstrating the maximum potential occupancy of staff that can be onsite at any one time. The main occupancy times across the estate are as follows: Morriston site between 6am-11pm overlap stage 2 design development with a small workforce presence working 24/7, 365 days a year. Contact Centre is between 8am-7pmOBC approved timetable.