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Published 26 Oct 2023, 08:29 BST

Official UK procurement notice

YPO - 1219 The Supply of Filing Products

Official notice

Authority: YPO

Framework agreement11 lotsGoodsOpen procedure
Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30) Delivery: Yorkshire & Humber (UKE45)
Framework ceiling (notional)£20,000,000envelope for 11 lots · framework ceiling, not attributable revenue
Submissions closed 30 Nov 2023awarded 25 Jan 2024
Lots 11see the lot list below
Framework period 4 yrsends 31 Mar 2028 · extension options published · starts 1 Apr 2024

What is being bought11 lots · detail below

Published requirement description

YPO are looking for Providers to be appointed onto a Framework Agreement for the provision of Filing Products. The Framework is designed to meet the needs of all public sector organisations which includes YPO’s internal requirements. YPO are looking for Providers to be appointed onto a Framework Agreement for the supply of Filing Products for use primarily in the education market. This Framework is designed to meet the needs of YPO by establishing an agreement for Providers to deliver stock into YPO’s distribution centre in Wakefield, West Yorkshire

  • Recurrence: There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.

CPV: Dividers for stationery · Filing equipment · Paper stationery and other items · Ring binders

How this framework works

From the published notice
Bids received
6 bids on the busiest of 11 lots · 6 suppliers appointed
Framework period
4 yrs from 1 Apr 2024

Lots and requirements (11)Procurement structure

11 lots · no lot values published · same evaluation weights on every lot
Lot #1YPO Own Brand Paper FilingCancelledRenewal 4 yrs

This Lot is for the provision of YPO Own Brand paper filing products. Goods will be delivered to YPO's distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30197210 Ring binders30199000 Paper stationery and other items
Lot #2YPO Own Brand Plastic FilingCancelledRenewal 4 yrs

This Lot is for the provision of YPO Own Brand plastic filing products. Goods will be delivered to YPO's distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #3YPO Own Brand Pencil CasesCancelledRenewal 4 yrs

This Lot is for the provision of YPO Own Brand pencil cases. Goods will be delivered to YPO's

distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #4Manilla Dividers and IndexesCancelledRenewal 4 yrs

This Lot is for the provision of Manilla dividers and indexes. Goods will be delivered to YPO's

distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items30199600 Dividers for stationery
Lot #5Popper WalletsCancelledRenewal 4 yrs

This Lot is for the provision of popper wallets. Goods will be delivered to YPO's distribution

centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #6Punch PocketsCancelledRenewal 4 yrs

This Lot is for the provision of punch pockets. Goods will be delivered to YPO's distribution

centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #7Display BooksCancelledRenewal 4 yrs

This Lot is for the provision of display books. Goods will be delivered to YPO's distribution

centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #8Pencil Cases and Polypropylene BagsCancelledRenewal 4 yrs

This Lot is for the provision of pencil cases and polypropylene bags. Goods will be delivered

to YPO's distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items
Lot #9Economy Ring Binders, Lever Arch and Box FilesCancelledRenewal 4 yrs

This Lot is for the provision of economy ring binders, lever arch and box files. Goods will be

delivered to YPO's distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30197210 Ring binders30199000 Paper stationery and other items
Lot #10Premium Laminating ProductsCancelledRenewal 4 yrs

This Lot is for the provision of premium laminating products. Goods will be delivered to YPO's

distribution centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30197210 Ring binders30199000 Paper stationery and other items
Lot #11Report FilesCancelledRenewal 4 yrs

This Lot is for the provision of report files. Goods will be delivered to YPO's distribution

centre in Wakefield. Additional information: The specification needs to be met, however for any numerical sizes, YPO will accept a

tolerance up to 5% above the minimum specification.

Contract period: 1 Apr 2024 – 31 Mar 2028 (4 yrs)
Delivery: Yorkshire & Humber
Extensions: The Framework Agreement will cover the period from 1st April 2024 to 31st March 2026 with two options to extend for an additional 12 months. The first decision to extend the contract period will be taken by the end of December 2025 and will be dependent on satisfactory completion of all aspects of the contract to date, the current market conditions for this category and YPO’s contracting structures. The maximum contract period will therefore be 4 years, from 1st April 2024 to 31st March 2028 (subject to an annual review, incorporating price negotiations and KPI performance). · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.Variant bids: allowed
30191100 Filing equipment30199000 Paper stationery and other items

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 11 lots
Quality: 30%Price: 60%Social value: 10%
Published sub-criteria (4)
  • Quality: 20%
  • Delivery and Customer Service: 10%
  • price: 60%
  • Social Value/Sustainability: 10%
Published award criteria (4)
  • Quality: 20%
  • Delivery and Customer Service: 10%
  • Social Value/Sustainability: 10%
  • Price: 60%
Conditions of participation1
  • Suitability

    Organisations must ensure that they are not in breach of any of the mandatory or discretionary exclusions contained in Regulation 57 of the Public Contracts Regulations 2015. Please refer to the

    Tender Documentation/ Online Tender located on our E-Procurement system. The web address can be found under ‘Procurement Documents’ in ‘Communication’ section in this notice.

What this means for your bid
  • Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
  • “YPO - 1219 The Supply of Filing Products” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use the vehicle
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · There is a possibility that this framework will be subject to renewal after 3.5 years from the commencement date.

First published
26 Oct 2023, 08:29 BST
Last source update
27 Feb 2024, 08:51 GMT
Award evaluation window
30 Nov 2023 – …
Authority reference
1219
FTS notice number
2024/S 000-006190
Classification (CPV)
Dividers for stationeryFiling equipmentPaper stationery and other itemsRing binders
Delivery area
Yorkshire & Humber (UKE45)
Official registry OCID
ocds-h6vhtk-040f14 Find a Tender
Contract terms
Performance terms

Please refer to the Framework Agreement Terms and Conditions located on our E-Procurement system. The web address can be found under Procurement Documents in ‘Communication’ Section in this notice.

Publisher note: “YPO are purchasing on the behalf of other contracting authorities. Please see the below link for details: https://www.ypo.co.uk/about/customers/permissible-users . YPO will incorporate a standstill period at the point of notification of the award of the contract is provided to all bidders. The standstill period will be for a minimum of 10 calendar days, and provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 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).

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
30 Nov 2023, 14:00 GMT
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
90 days from the deadline
Bids opened
30 Nov 2023, 14:00 GMT
Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/register ↗

Timeline

30 Nov 2023 → 1 Apr 2024 · 4 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    30 Nov 2023, 14:00 GMT
  2. Bids opened
    30 Nov 2023, 14:00 GMT
  3. Notice published
    27 Feb 2024, 08:51 GMT
  4. Contract starts
    1 Apr 2024, 00:00 BST

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    27 Feb 2024, 08:51 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 6admitted to the panel · see the list ↓
Bids received 6busiest of 11 lots
Contracts signed 11latest 25 Jan 2024

11 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 11 of these contracts carry the same published figure, £20,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Lot 1 - YPO Own Brand Paper Filing

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 10 - Premium Laminating Products

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 11 - Report Files

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 2 - YPO Own Brand Plastic Filing

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 3 - YPO Own Brand Pencil Cases

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 4 - Manilla Dividers and Indexes

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 5 - Popper Wallets

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 6 - Punch Pockets

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 7 - Display Books

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 8 - Pencil Cases and Polypropylene Bags

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

  • Lot 9 - Economy Ring Binders, Lever Arch and Box Files

    Signed
    25 Jan 2024
    Value
    ceiling above
    Period
    … – 31 Mar 2028
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · YPO Own Brand Paper Filing1bids———
2 · YPO Own Brand Plastic Filing4bids———
3 · YPO Own Brand Pencil Cases3bids———
4 · Manilla Dividers and Indexes1bids———
5 · Popper Wallets6bids———
6 · Punch Pockets4bids———
7 · Display Books5bids———
8 · Pencil Cases and Polypropylene Bags2bids———
9 · Economy Ring Binders, Lever Arch and Box Files1bids———
10 · Premium Laminating Products1bids———
11 · Report Files6bids———

Contracting authority & participating public bodies

YPO

Contracting authorityBody governed by public lawGeneral public services 41 Industrial Park, Wakefield, Yorkshire & Humber, WF2 0XEContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High Court of England and WalesReview body London

Framework contractors & participating bidders

7 commercial parties on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria