Buyers Guide for Lot 2 Vouchers and Gift Cards

Transcription

1 Framework Agreement for Provision of Promotional Products OFF 3042 NW 1 st March th February 2017 Options to extend to 28 th February 2018 Buyers Guide for Lot 2 Vouchers and Gift Cards Awarded by: North Western Universities Purchasing Consortium Promotional Products v2 July 2015 Page 1 of 11

2 Contents Foreword Using this Framework Agreement Suppliers on the Framework Agreement Love2Reward Sodexo Motivation Solutions UK Limited Promotional Products v2 July 2015 Page 2 of 11

3 Foreword This document gives a brief outline of the Services provided under the Provision of the Promotional Products Framework Agreement (Ref. OFF 3042 NW) for the supply of Vouchers and Gift Cards (Lot 2). The agreement has been awarded to the following suppliers: Love2Shop Sodexo Motivation Solutions Limited Vouchers and Gift Cards Vouchers only The contract is managed by the NWUPC, should you require any further details please contact David Lamb on: Tel: david.lamb@liverpool.ac.uk This Framework Agreement is currently supported by and open to the following consortia NWUPC North Western Universities Purchasing Consortium CPC Crescent Purchasing Consortium NEUPC North Eastern Purchasing Consortium SUPC Southern Universities Purchasing Consortium APUC Advanced Procurement for Universities and Colleges HEPCW Higher education Purchasing Consortium Wales LUPC London Universities Purchaisng Consortium Promotional Products v2 July 2015 Page 3 of 11

4 Using this Framework Agreement For the purposes of this Framework Agreement the Authority has classified the goods and/or services as Standard and Competed. The Standard Services. The Competed Services Call Off Contracts for Standard Goods and/or Services will be awarded by Direct Award i.e. without re opening competition and Call Off Contracts for Competed Goods and/or Services will be awarded following a Mini Competition. These processes are explained in more detail below. Call Off Contracts, whether as a result of Direct Award or following Mini Competition will be formed by the issue of an Order by the Authority or relevant Member, to the Provider and acceptance by the Provider of such an Order. The Call Off Contract will be on the terms specified in this Framework Agreement, supplemented as appropriate by such details which will be specified in the Order. The mechanism for Direct Award of a Call Off Contract contained in this Framework Agreement requires the Authority/OCB to apply the criteria, which were originally applied by the Authority when awarding the Framework Agreement. These are set out in Section D Tender Evaluation Award Criteria Point 2. It is permissible not to apply an award criterion if it is not relevant to the Call Off Contract. Direct Award The mechanism for Direct Award of a Call Off Contract contained in this Framework Agreement requires the Authority/OCB to apply the criteria, which were originally applied by the Authority when awarding the Framework Agreement. These will be set out at Section D of the Framework Agreement. It is permissible not to apply an award criterion if it is not relevant to the Call Off Contract and have flexibility and discretion when applying the award criteria at Direct Award. The Authority will therefore make available to all OCBs accessing the Agreement the award criteria and each participating suppliers score. Re opening Competition Where not all of the terms laid down in the Framework Agreement are sufficiently specific for the OCB to make a Direct Award, a Call Off Contract can be awarded using a Mini Competition. When re opening competition in this way, it is important to understand this does not mean that basic terms can be renegotiated, or that the basic terms of the specification or statement of requirements used in setting up the Framework Agreement can be changed. It is more a matter of supplementing or refining the basic terms to reflect particular circumstances. The terms which may be refined include, but are not limited to, the following: particular delivery timescales; particular invoicing arrangements and payment profiles; additional security needs; incidental charges; particular associated services, e.g. installation, maintenance and training; particular mixes of quality systems and rates; particular mixes of rates and quality; where the terms include a price mechanism; Promotional Products v2 July 2015 Page 4 of 11

5 Individual special terms (e.g. specific to the particular goods/services/goods and services that will be provided to meet a particular requirement under the Framework Agreement). When awarding a Call Off Contract using a Mini Competition, the Authority/OCB should generally use the criteria laid down by the Authority for the award of the Framework Agreement. If necessary, the award criteria used for the Mini Competition can be different to the original award criteria but they should be related. For Mini Competitions it is possible for the Authority/OCB to vary the weightings given to each of the criteria provided this is set out clearly in the invitation to tender for the Mini Competition. The Mini Competition must include all Providers who have been admitted to the Framework Agreement, who are capable of performing the particular Call Off Contract. Often, this will mean that all Providers admitted to the Framework Agreement. Pricing The prices submitted by the successful suppliers cannot increase for 12 months and will be reviewed annually. Pricing excludes VAT where applicable. Provision of Promotional Products Award Criteria Lot 2 Vouchers and Gift Cards Promotional Products v2 July 2015 Page 5 of 11

6 Suppliers Details Suppliers are listed in alphabetical order and are not ranked. Love2shop Business Services Introduction Love2shop Business Services is the corporate division of Park Retail Ltd, which is itself part of Park Group Plc. The company was formed in 1967 by the recently retired Peter Johnson, who is now the non executive chairman of the organisation. The initial business was to start a Christmas Savings Club. The initial business idea was to start a Christmas Savings Club i.e. agents of Park collected money every week from a network of friends and family and exchanged for a food hamper pre Christmas. The company then made money through the interest accrued on the collections throughout the year. In 1982, The High Street Gift Voucher was launched, which could be redeemed in a wide range of retailers. The voucher is now known as Love2shop Business Services The high street gift voucher. In 2010, Park invested heavily in a unique, in house IT infrastructure flexecash. This effectively allows us to costeffectively issue and process pre paid cards shortly afterwards, we launched the Love2shop and Love2choose gift cards. We market and promote products and services business to business and not business to consumer. Originally, the corporate division was established to deliver Love2shop vouchers in bulk, to companies that then expected a discount off the face value. Today, more than 6,000 businesses in the UK choose Love2shop to help those recognised high achieving employees, motivate those who need a challenge or to incentivise customers. Our core commitment and philosophy is to provide ultimate choice, value and flexibility, whatever our clients budget. We are proud own the UK s Number one multi retailer gift voucher in the UK, Love2shop The high street gift voucher. In 2010, we invested heavily in a unique, in house IT infrastructure flexecash. This effectively allows us to cost effectively issue and process pre paid cards. We launched Love2shop and Love2choose gift cards off the back of the flexecash development and they have proved to be a massive success, with many clients switching from voucher to card saw the launch of 3 employee benefits packages, Flexebens a salary deduction scheme, Everyday Benefits a voluntary benefits package and Flexesaver which offers branded staff Christmas savings schemes. We also offer clients the opportunity to administer their own reward programme via our sophisticated online reward management platform VIP (Virtual Incentive Points). Financial Conduct Authority accredited Investor in People accredited UK gift card & voucher association Institute of Promotional Marketing Environmental Statement We recognise that we must integrate our business values and operations to meet the expectations of our stakeholders. They include customers, employees, regulators, investors, suppliers, the community and the environment. We recognise that our social, economic and environmental responsibilities to these stakeholders are integral to our business. We aim to demonstrate these responsibilities through our actions and within our corporate policies. We take seriously all feedback that we receive from our stakeholders and, where possible, maintain open dialogue to ensure that we fulfil the requirements outlined within this policy. Promotional Products v2 July 2015 Page 6 of 11

7 We shall be open and honest in communicating our strategies, targets, performance and governance to our stakeholders in our continual commitment to sustainable development. The Managing Director is responsible for the implementation of this policy and will make the necessary resources available to realise our corporate responsibilities. The responsibility for our performance to this policy rests with all employees throughout the company. Our partnership focus: We shall strive to improve our environmental performance through implementation of our Sustainable Development and Environmental policies We shall ensure a high level of business performance while minimising and effectively managing risk Through effective partnerships, we shall continue our initiatives on water efficiency, safe recreational use of water, education and environmental improvement within the community We shall encourage dialogue with local communities for mutual benefit We will register and resolve customer complaints in accordance with our published standards of service We shall support and encourage our employees to help local community organisations and activities in our region We shall operate an equal opportunities policy for all present and potential future employees We will offer our employees clear and fairs terms of employment and provide resources to enable their continual development We shall maintain a clear and fair employee remuneration policy and shall maintain forums for employee consultation and business involvement We shall provide safeguards to ensure that all employees are treated with respect and without sexual, physical or mental harassment We shall provide, and strive to maintain, a clean, healthy and safe working environment We shall uphold the values of honesty, partnership and fairness in our relationships with stakeholders Our contracts will clearly set out the agreed terms, conditions and the basis of our relationship We will operate in a way that safeguards against unfair business practices We shall encourage suppliers and contractors to adopt responsible business policies and practices for mutual benefit Contact Details Darren Parkes Primary Contact Name National Account Manager Website URL: Address: Valley Road Post Town: Birkenhead County/Region: Merseyside Postcode: CH41 7ED Telephone: Fax: darren.parkes@love2reward.com Invitation To Quote (ITQ) darren.parkes@love2reward.com Address: Primary Order Contact Darren Parkes Promotional Products v2 July 2015 Page 7 of 11

8 Order Contact Gail Oldfield All purchase orders should be sent to Pricing Details Pricing Details Pricing Additional Product Discounts Products Discounts Love2shop voucher and card 5% Love2choose card 3% Single Store vouchers 2% Delivery and Delivery Costs Royal Mail Special delivery is 8.50 When an order is placed we will process it and despatch it the same day (if placed before 14:00) to be delivered within 24/48 hours. The Love2shop and flexecash card products are our own and we manage the stock levels of these very tightly to ensure we can always fulfil orders. We also monitor the stock levels of other single store vouchers/cards that we sell and tend to carry levels in the millions to be able to fulfil orders. Outlets (accepting vouchers and gift cards) Love2shop Gift Voucher Redeemer Lis Payment Details l2s-card-corporate-lo gos.pdf l2c-card-logos.pdf We can offer paper, electronic, and consolidated invoicing (in some cases), we do now prefer to send invoice electronically where we can to comply with our environmental obligations. We can accept payment by cheque, BACs or CHAPS payments for invoices. We can only accept cards for online orders through our website Payment for vouchers must be before despatch of vouchers. Promotional Products v2 July 2015 Page 8 of 11

9 Should a participating Authority wish to receive credit terms we can negotiate this once a satisfactory credit check has taken place by our Finance Department. Response Times We endeavour to answer all queries immediately over the phone to ensure the matter is resolved. We also endeavour to answer queries within 4 hours or receiving them. If this is not possible we always aim to answer queries by telephone, , or post within a 24 hour period and constant communicate with individuals to keep them up to date with the progress of queries. Sodexo Motivation Solution UK Ltd Introduction Sodexo Motivation Solutions UK Ltd is a supplier of employee benefits and rewards services which include childcare vouchers, reward and recognition schemes and multi retailer gift vouchers. Environmental Statement In pursuit of our environmental goals we will adhere to the following principles: Commit to a programme of continuous improvement and prevention of pollution through the setting and reviewing of environmental objectives and targets to minimise the wastage of raw materials, water and energy from our activities. Comply with all applicable environmental legislation and, where regulations do not exist, set our own standards for environmental performance. Conduct internal reviews and audits to monitor performance and to assess compliance with company policies and procedures. Inform our suppliers and contractors of our environmental policies and monitor their performance to ensure that the goods and services they provide support our environmental objectives. Inform customers and clients of our initiatives and encourage them to support our environmental objectives. Make employees aware of this policy and provide them with such information, instruction and training as necessary to ensure they comply with the requirements of this policy. Ensure Sodexo UK and Ireland reports publicly on progress against objectives and targets Contact Details Primary Contact Name Website URL: Address: Post Town: County/Region: Postcode: Alison Collier Unit 5, Albany Court, Albany Business Park, Frimley Road Camberley Surrey GU16 7QR Telephone: alison.collier2@sodexo.com Invitation To Quote Promotional Products v2 July 2015 Page 9 of 11

10 (ITQ) Address: Primary Order Contact Office Based Name: Debbie Jackson Telephone Number: Address: Pricing Details Pricing Details Pricing Additional Product Discounts Employees and students can purchase Sayshopping vouchers independently of the framework just simply by going to the SayShopping website and completing the order form. Working closely with our retailers, we have built a promotional events calendar for our clients were you will find discounts throughout the year. These are added to regularly examples of past and future promotions are shown in the object below: Object 10_Example promotions.docx We supply gift vouchers only and no products within a catalogue. Delivery and Delivery Costs Delivery charges are calculated on the value of the order as the order would be delivered through the most secure means. Orders up to 100 are sent by 1 st class Royal Mail. Orders up to 500 are sent by Special delivery Orders over 500 are sent by courier Delivery costs: Order Value Delivery Charge Delivery Method First Class Special Delivery 501 5, DX Courier service Promotional Products v2 July 2015 Page 10 of 11

11 5,001 10, DX Courier service Lead Times If vouchers are ordered before 11am they will be despatch the same day. Orders placed after 11am are despatched the following day. Outlets (accepting vouchers) Object 7_ Where you can spend vouch Payment Details With Sayshopping vouchers, the vouchers themselves are not released until payment has been made. Invoicing is via electronic (e mail) means and will be addressed to the person who has placed the order on the order form. New clients must allow 24 hours for the account to be activated. Should you wish to have a copy of the invoice sent via paper method, we can arrange to do this. We are also able to consolidate invoices for multiple orders. An invoice will be sent within 24 hours of receipt of order. Our account details are shown on the order form. If using a code based solution we accept payment via card (Mastercard, Visa, UK issued Maestro, Solo and American Express). Should you wish to use another type of payment method a Procurement Purchasing card for example, our Finance team would be happy to discuss this with you. We can accept payment by Bacs, Chaps and Cheque although not for coded orders. We are able to set up a direct debit arrangement which ensures despatch of vouchers within hours, this takes 3 weeks to set up. Our Finance department run credit checks on any new client requesting credit terms. Clients contact details will be entered into our internal systems for invoicing purposes. Response Times Queries are answered within 24 hours or an update given within this timeframe if no immediate resolution can be achieved. Promotional Products v2 July 2015 Page 11 of 11