Supplies - 243349-2018

07/06/2018    S107

United Kingdom-Belfast: Corporate clothing

2018/S 107-243349

Prior information notice

This notice is for prior information only

Supplies

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Translink
Postal address: Milewater Road
Town: Belfast
NUTS code: UK UNITED KINGDOM
Postal code: BT3 9BG
Country: United Kingdom
Contact person: Rachel Lemon
E-mail: rachel.lemon@translink.co.uk
Internet address(es):
Main address: https://etendersni.gov.uk/epps
Address of the buyer profile: https://etendersni.gov.uk/epps
I.3)Communication
Additional information can be obtained from the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

PIN (Utilities): Corporate Clothing — Pre-Market Engagement

II.1.2)Main CPV code
18222000 Corporate clothing
II.1.3)Type of contract
Supplies
II.1.4)Short description:

Pre-Market Engagement for the provision of Corporate Clothing to Translink staff.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
18000000 Clothing, footwear, luggage articles and accessories
18100000 Occupational clothing, special workwear and accessories
II.2.3)Place of performance
NUTS code: UKN NORTHERN IRELAND
II.2.4)Description of the procurement:

Currently Translink issue Structured Garments and Workwear to staff numbers in the region of 3500 across 20 depots throughout Northern Ireland. Issue cycle frequencies are 18 months.

There is a unionised environment operating in the main depots, ranging in size from approximately 1 to 260 staff, with a central maintenance facility in Belfast with c. 100 staff. Main administrative offices are also in Belfast.

Staff numbers comprise the following categories:

— Bus Drivers: approx. 1800 staff (Structured Garments),

— Train Divers / Conductors: approx. 400 staff (Structured Garments),

— Clerical Staff: approx. 250 staff (Structured Garments),

— Bus and Train Maintenance Staff: approx. 750 staff (Workwear),

— Permanent Way and Infrastructure staff: approx. 200 staff (Workwear).

Translink is undertaking this exercise prior to advertising an Invitation to Tender in Q4 2018 for the issue to staff of Structured Garments and Workwear in May 2020. The purpose is to inform Translink of alternative methods of fulfilling this requirement through a fully managed, outsourced solution, with zero / minimal input or coordination required by Translink’s HR Department.

To prepare for a roll-out, the current process is for Translink’s HR Department to collect order forms from Uniform Coordinators at each location and log the orders onto a spreadsheet for the uniform / workwear providers. The issues arising include difficulties obtaining orders from staff in a timely manner due to accessibility and availability of staff who primarily work shifts, along with limited / no storage facilities at each location for uniforms / workwear. The returns process also involves significant administration from HR in coordinating the returns, storing the returns, and tracking any exchanges. Translink is keen to consider the possibility of a direct relationship between the employee and the Contractor.

It is anticipated that any meetings relating to the exercise will be held on 24.7.2018. A second date of 25.7.2018 will be held if there is sufficient interest.

Interested suppliers are requested to e-mail their expression of interest to:

Rachel Lemon, Procurement Projects Advisor at rachel.lemon@translink.co.uk

No later than 15:00 on 4.7.2018.

Additional Information:

Suppliers registering their interest in participating in this exercise should note that:

1) this Notice is to initiate a market engagement and information gathering exercise and does not indicate the start of a procurement exercise. It is instead intended to act as an informal market research document providing a brief synopsis of Translinks’ future requirements. This document is not intended to provide a definitive list of requirements;

2) we intend to invite interested suppliers to present to Translink personnel to discuss the range of services each can offer. All parties agree that the matters discussed between them during the course of this early market engagement exercise will remain confidential to those particular parties;

3) this document is not a tender specification nor request for quotation. Translink is merely investigating market opportunities at this stage without entering into any contractual or financial commitments;

4) please note, progress in the project will be subject to the availability and timing of funding. If this requirement is given financial approval, it will be tendered under the Utilities Contracts Regulations 2016. Any documents, discussions, presentations, demonstrations or clarifications submitted for this Market Research will not be considered as any part of the tender exercise. If Translink does decide to proceed with a competitive tender process, a separate detailed tender specification document will be produced as part of that process.

At this stage it is not possible to give an accurate timeframe for this requirement.

II.2.14)Additional information

Nothing in this advertisement or any other documents / information provided by Translink is to be construed as implying a commitment by Translink to place any Contract, now or in the future with any participating supplier in respect of the requirement under consideration.

II.3)Estimated date of publication of contract notice:
04/11/2018

Section IV: Procedure

IV.1)Description
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes

Section VI: Complementary information

VI.3)Additional information:

Translink takes no responsibility for any actions or decisions taken, costs incurred or commitments made by interested parties by being involved in any subsequent discussions in this market engagement and information gathering exercise.

VI.5)Date of dispatch of this notice:
05/06/2018