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.
