CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Period Dignity

2.2

Description of the goods or services required

Introduction and Context

• The Period Dignity grant has been awarded by Welsh Government to help local authorities to tackle barriers to education relating to period dignity.

• The purpose of this tender is to secure a contract with a single supplier to fulfil the delivery model of a subscription service which will be supported through the TRAC project to ensure that any learners identified will receive their period dignity products directly to their door.

• The provider will need to work with the project lead to establish a secure subscription service that will allow the end users to be able to select and request their products to be delivered to their home.

• Where possible we must promote the use of eco-friendly products and / or re-usable products.

Aims of the Project

• The aim of this project is to establish a ground breaking subscription service that will remove any barriers to young females affected by period poverty. It will allow the young person (and/or parent or guardian) to be able to select the items they require and have it delivered discreetly to their home this will avoid the learner having to go into school for the items and in particular in these times where schools could be closed or learner is in isolation due to covid-19. These items where possible will be eco-friendly products and / or reusable.

Output / Objectives

• To provide sanitary products to in the region of 250 - 300 young females who are at risk of period poverty being a barrier to their education and this project will seek to remove that barrier.

• To establish a subscription service and develop the technology and business model for it to be rolled out and replicated in other areas as best practice.

• To develop a collaborative steering group to steer the project and subscription service to its maximum potential working with key agencies.

• To promote the use of re-usable products.

• To promote the use of eco-friendly products.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=106590.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

Welsh

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Instructions for Supplier Registration on Proactis Plaza E-Sourcing Portal

1. Log in to the Proactis Plaza E-Sourcing Portal at https://supplierlive.proactisp2p.com

2. Click the “Sign Up” button at the bottom of the window

3. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. Please note that if you have a Generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address as this will allow you to still receive messages compared to where you have a specific person identified in this role and they move on at a point in the future.

4. Please make a note of the Organisation ID and User Name, then click “Register”

5. You will then receive an email from the system asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.

6. Please enter the information requested, click the “>” on the screen and follow the instructions ensuring that you enter all applicable details.

7. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) relevant to your business to ensure that you get notification of opportunities that are of interest to your organisation.

8. In the Buyers screen please select both Denbighshire County Council and Flintshire County Council (although you may register with other buying organisations at the same time if you wish)

9. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 3 above)

10. Accept the Terms and Conditions and then click the “>”. This takes you in to the Welcome window.

11. In the Finish screen please enter a new password and note all your Login details for future reference.

12. Now click “Complete Registration” and you will enter the Supplier Network page.

When Denbighshire or Flintshire County Council have a new Request for Quotation or Tender opportunities available you will receive an e-mail notification and will then need to log on to the Proactis Supplier Portal in order to view the opportunity and submit your quote/tender.

Registering on Sell2Wales

You should also register with Sell2Wales which is the National Procurement website for Wales and includes all widely advertised contract opportunities. To Register with Sell2Wales go to their website https://www.sell2wales.gov.wales

• Click on ‘My Account’, then on ‘FREE Registration’ and then on ‘REGISTER AS A SUPPLIER’.

• Complete all the requested details and click on ‘Submit’

Instructions on how to Express an Interest and Tender for Opportunities

1. Log into the Proactis Plaza E-Sourcing Portal using your account details. Do not simply register interest on the Sell2Wales website as there are no documents held there. The information is only accessible through the Proactis Portal.

2. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.

3. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please ensure that you select the correct one for your organisation.

4. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of the documents as part of your submission. There are also instructions on how to complete your submission in the Guidance for Bidders document held in this section

5. You can now either create your response” to, or “Decline” this opportunity.

6. Once you have started to complete your response to the opportunity and wish to save and return later click “Save”. The next time you Login to access the opportunity please go to the “Opportunities” tab and identify the relevant request that you previously saved.

7. When you have completed your response please click “Validate” to ensure that you have answered all the questions. If there are no errors identified click “Save” to ensure that your submission is saved, then click “Submit”. You will then get a “Pop Up” with your unique submission reference number. This is also confirmed by email to you.

8. If you are adding attachments at any point in the process please ensure that you click the “Add to Library” button as if you are invited to any subsequent opportunities in the future to tender any documents that you have added will automatically be added to your submission and all you will be required to do is check that they are the current version. This is a secure system and your documents will not be accessed by any other party.

9. Please note that any queries must be sent via the secure dialogue section of the e-tender portal. We will not respond to any queries received by any other method.

10. If you require any further assistance please contact the Project Manager as identified in the project details.

PROACTIS SUPPLIER SUPPORT HELPDESK: 03300 050352

(WA Ref:106590)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice