PfH Business Solutions and Supply Management Framework

Description

Established in 2004, Procurement for Housing (PfH) is a national procurement consortium dedicated to the social housing sector and supported by the National Housing Federation (NHF), Chartered Institute of Housing (CIH) and HouseMark. Collectively our Members manage more than 90% of UK’ social housing stock, with PfH helping them to achieve efficiency savings using a wide range of services including framework agreements, dynamic purchasing systems, spend analyses, strategy reviews, consolidated billing and comprehensive reporting. PfH is a contracting authority under Regulation 2 of the Public Contracts Regulations 2015 (“PCR 2015”) and a central purchasing body under regulation 37 PCR 2015. Please refer to www.pfh.co.uk for additional information. PfH is administered by Inprova Limited (Inprova) and is headquartered in the North West of England with over 20 years of expertise and experience offering a complete procurement solutions package across outsourcing, technology and consultancy. By integrating procurement services and technology, Inprova operates as a delivery partner supporting business performance improvement for both public and private sector clients. PfH is seeking experienced suppliers to establish a framework agreement for a range of Business Solution needs, including Janitorial, Office and Business and Printing. The framework will be constructed of ten lots. Lot 1: Office & Business Solutions Lot 1 of the Framework Agreement covers comprehensive office and business solutions, including essential products and services for daily operations and health and safety. This lot operates based on a core basket of goods, with the ability to identify products listed as best value, sustainable, branded and own branded. The scope includes items such as general office stationery, business machines, paper, labels, filing and storage, PPE, hygiene supplies, and associated services like shredding and recycling. PfH intends to appoint five suppliers to this lot but may adjust the number based on the bids received. Successful suppliers will provide delivery throughout the entire UK. Its PfH’s intention to award places on the framework to five (5) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Lot 2: Office & Business Solutions – Smart Savings Lot 2 of the Framework Agreement focuses on smart savings for members through a single supplier. This lot operates based on a core basket of goods, with a minimum smart savings detailed in the supplier's bid via a percentage. We intend for PFH members to receive a smart savings plan within 30 days of the contract start date. This will outline how the supplier plans to deliver the specified savings by the first anniversary of the Call Off Contract. The savings plan will be tracked monthly to ensure progress. Successful suppliers will provide delivery throughout the entire UK. The scope includes items such as general office stationery, business machines, paper, labels, filing and storage, PPE, hygiene supplies, and associated services like shredding and recycling. PfH intends to appoint three (3) suppliers however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Lot 3: Print Mailing & Digital Communications Lot 3 provides members with a comprehensive range of print and digital communication services. This includes end-to-end print management solutions, document management, and associated services such as scanning, physical and digital document storage, fulfilment, postage, and distribution. Members can procure printed documents and marketing materials, with services including ad hoc print requests, hybrid mail services, desktop mailing, inbound mail management, stock management, and online ordering. Successful suppliers will provide delivery throughout the entire UK. In addition, suppliers in this lot should be able to deliver a wide range of signage capabilities, of varying purposes from a scope of materials. The scope will include but not be limited to vehicle livery, external signage, site boarding etc. Its PfH’s intention to award places on the framework to five (5) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Lot 4: Print Devices & Associated Services Lot 4 of the Framework Agreement provides members with a comprehensive range of print devices, from domestic desktop printers to high-specification, multifunctional commercial devices. In addition to the devices, suppliers will offer a full range of optional associated services, from standard managed print to full digital transformation solutions. This lot aims to provide a holistic approach to managing printing needs, ensuring cost efficiencies and enhanced productivity. Its PfH’s intention to award places on the framework to five (5) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 5: Office & Business Furniture Lot 5 offers a comprehensive range of office and business furniture designed to meet the diverse needs of modern work environments. This includes desks, chairs, storage solutions, and meeting furniture, all aimed at providing high-quality, flexible, and aesthetically pleasing options for the public sector. Additional services such as space planning, installation, reconfiguration, and maintenance are intended to be available but are not mandatory requirements. Its PfH’s intention to award places on the framework to six (6) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 6: Digital Transformation Lot 6 intends to provide comprehensive digital transformation to support members in modernizing their operations, enhancing efficiency, and ensuring data security. This includes secure digital document management systems with advanced search, indexing, and compliance features, as well as workflow automation tools to streamline routine processes like invoicing and onboarding. IT infrastructure modernization is also a key component, offering secure, cloud-based or hybrid storage solutions, data backup, and network security. Its PfH’s intention to award places on the framework to three (3) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 7: Total Printing Solutions Lot 7 provides a comprehensive solution for managing all aspects of printing by combining print services, devices, and support into a single contract. This approach simplifies procurement and management, reducing costs and administrative work. It covers a wide range of printing needs, from standard materials to specialized requirements, and includes complete device management. Its PfH’s intention to award places on the framework to three (3) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 8: Workwear and Personal Protective Equipment (PPE) including Specialist Hazards Lot 8 intends to offer a comprehensive range of workwear and PPE solutions tailored to meet the diverse needs of public sector industries. This includes standard workwear, customizable uniforms, and a wide range of PPE, from basic kits to advanced protection for high-risk environments. Specialists wear such as flame and chemical-resistant clothing, as well as thermal and electrical protection garments should be provided. In addition to products, Lot 8 offers essential services like training and inspection programs to ensure proper use and maintenance of PPE. Customized delivery and collection services, an online portal for personalized ordering, and stock management solutions should be available to streamline logistics and inventory control. This integrated approach simplifies procurement and management, promotes safety, ensures compliance with industry standards, and might offer expert guidance to meet. It's PfH’s intention to award places on the framework to three (3) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 9: Janitorial Supplies Lot 9 intends to provide a comprehensive range of janitorial supplies and services to meet all cleaning and hygiene needs for PfH members. This includes but is not limited to disposable and reusable cloths, wipes, paper products, floor care chemicals, kitchen and bathroom cleaning solutions, disinfectants, spill kits, air fresheners, and first aid kits. It also covers cleaning tools and equipment like mops, brushes, buckets, and trolleys, as well as personal protective items such as gloves and aprons. In addition to products, Lot 9 offers flexible delivery options, stock management solutions, and training sessions to ensure safe and effective use of supplies. Suppliers are expected to provide high-quality, eco-friendly products and offer guidance on their proper use. This lot intends to support public sector environments by maintaining high standards of cleanliness and hygiene, ensuring compliance with regulations, and providing reliable and flexible solutions to meet members' needs. It's PfH’s intention to award places on the framework to three (3) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK. Lot 10: Tail Spend Solution Lot 10 helps organizations manage small, infrequent purchases in office supplies, janitorial products, and printing services. By focusing on "tail spend," it unlocks hidden savings, reduces administrative burdens, and improves procurement control. The goal is cost reduction through streamlined processes and better supplier terms, saving time and resources with optimized procurement and automation. It's PfH’s intention to award places on the framework to three (3) suppliers, however PfH reserve the right to award a greater of fewer number of places depending on the bids received. Successful suppliers will provide delivery throughout the entire UK.