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Coventry University Students' Union Invitation to Tender for the Provision of Sportswear and Sports Accessories

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Coventry University Students' Union Invitation to Tender for the Provision of Sportswear and Sports Accessories COVENTRY UNIVERSITY STUDENTS’ UNION INVITATION TO TENDER FOR THE PROVISION OF SPORTSWEAR AND SPORTS ACCESSORIES ISSUE DATE: 17TH APRIL 2020 Page 1 of 48 TABLE OF CONTENTS Contents 1 DEFINITIONS ......................................................................................................... 3 2 INTRODUCTION ..................................................................................................... 4 3 PROCUREMENT TIMETABLE ................................................................................. 4 4 INSTRUCTIONS FOR SUBMITTING A TENDER RESPONSE .................................... 5 5 EVALUATION AWARD CRITERIA .......................................................................... 12 6 EVALUATION SUB-CRITERIA AND WEIGHTING ................................................... 13 7 SCORING METHODOLOGY ................................................................................... 16 8 CONDITIONS OF TENDER ..................................................................................... 17 Appendix 1 : SPECIFICATION .............................................................................................. 23 Appendix 2 : RESPONSE DOCUMENT ................................................................................. 32 Appendix 3 : CERTIFICATES .............................................................................................. 45 Appendix 4 : CONTRACTUAL UNDERTAKING ....................................................................... 47 Appendix 5 : TENDER RESPONSE CHECKLIST ....................................................................... 48 Page 2 of 48 1 DEFINITIONS 1.1 In this ITT, the following definitions shall apply: CUSU Means Coventry University Students’ Union or its duly authorised officers; Key Subcontractor Means a subcontractor that (a) provides in terms of value of the goods and/or services that it provides to the Tenderer in order for the Tenderer to provide the goods and/or services for this requirement, more than twenty percent (20%) of the estimated minimum annual contract value; and/or (b) processes personal data. Tender Response Means the written proposals submitted by a Tenderer as part of this Procurement Process at any stage of the Procurement Process; Tenderer(s) Means individuals and/or Organisations who are interested in submitting a Tender Response for the Procurement; Confidential Information Means all information marked as confidential. Does not apply to any information not marked in this way; Contract: Means the agreement between the CUSU and the successful Tenderer for the provision of goods and services the subject of this Procurement Process, including all documents to which reference may properly be made in order to ascertain the rights and obligations of the parties; ITT Means this Invitation to Tender; Organisation Means a sole trader, partnership, limited partnership, limited liability partnership, co-operative or company and any analogous entity established inside or outside the UK; Procurement Means the supply and delivery of sportswear and sports accessories; Procurement Documents Means any document issued by the CUSU as part of this Procurement Process; Procurement Process Means the procedure set out in this ITT by which the Procurement will be procured; Page 3 of 48 2 INTRODUCTION 2.1 Welcome to this Procurement which is being managed by Coventry University Students’ Union (CUSU). Further information on CUSU can be found at www.cusu.org/tenders 2.2 CUSU is seeking to appoint a supplier to supply and deliver sportswear and/or sports (and societies accessories) (the “Procurement”) as described in Appendix 1 (Specification). 2.3 CUSU also welcomes innovation to source branded clothing for other non sports student groups and societies although this is not exclusive. 2.4 The Contract is required to commence on 1st July 2020 and will be for an initial term of three (3) years and may be extended for a further period of up to three years for a potential total Contract term of six (6) years. 2.5 Tenderers are invited to submit a proposal setting out a detailed methodology for delivering the provision of Sportswear and Sports Accessories on behalf of the CUSU objectives. The Tender Response should fully address all of the requirements set out in Appendix 1 (SPECIFICATION) of this ITT. 3 PROCUREMENT TIMETABLE 3.1 Set-out in the table below is the proposed timetable for this Procurement. This is intended as a guide and while CUSU does not currently intend to depart from this timetable, it reserves the right to do so at any stage. Any update will be provided as and when appropriate. Date Stage Friday 17th April Procurement Documents made available via the CUSU Website Midday Friday 22nd Deadline for return of Tender Responses. May 2020 as above Deadline for submission of product samples. 22nd May - 5th June Evaluation of Tender Responses. 2019 As above Product sample testing period. week commencing 8th Clarification presentations (if required). June 2020 Monday 15th June Completion of CUSU approval and award decision processes. 2020 by Wednesday 17th Notify Tenderers of award decision. June 2020 01 July 2020 Contract commencement. Page 4 of 48 4 INSTRUCTIONS FOR SUBMITTING A TENDER RESPONSE 4.1 Tenders must be submitted in accordance with these instructions including any ITT amendments issued by CUSU during the Procurement Process. Failure to comply with these instructions may result in the Tender Response being rejected. 4.2 The Tender Response shall comprise a written qualitative submission, to include product samples and a separate price submission. Only the price submission is to contain any pricing information. No reference should be made within the qualitative submission to prices, costs, unit rates or any other information of a commercial nature. 4.3 This ITT has been prepared by CUSU and is for use by those interested in tendering for the Procurement, their professional advisors, and other parties essential to preparing a Tender Response for the Procurement and for no other purpose. 4.4 Tenderers' attention is drawn to the terms of this Procurement in section 8 (Conditions of Tender) of this ITT, which form part of the conditions of participation in this Procurement Process. COMMUNICATIONS AND CONTACT 4.5 All communications, including the submission of Tender Responses, must take place via the [email protected] email. Tenderers should not approach any member of CUSU in relation to the Procurement or the Procurement Process, other than by using the messaging facility on the Procurement Portal. 4.6 Any tender technical questions relating should be addressed to the email address. TENDER PROCEDURE 4.7 All aspects of this ITT must be completed in full and submitted as part of a Tender Response (see Appendix 5 (Tender Response Checklist) for further information). 4.8 The Procurement Process and subsequent Contract will be subject to English law and the exclusive jurisdiction of the English courts. 4.9 Details of the overall timetable and submission deadlines and other key dates are outlined in section 3 (Procurement Timetable). 4.10 The questions that Tenderers are required to answer in the ITT are set out in section 6 (Evaluation Sub-criteria and Weighting) to this document. 4.11 Tender Responses should be final and complete in meeting CUSU's requirements. Please refer to the submission instructions in paragraph 4.22 and the checklist contained in Appendix 5 (Tender Response Checklist). 4.12 CUSU may request Tenderers to clarify aspects of their Tender Responses where CUSU considers it appropriate to do so. 4.13 Following the submission of Tender Responses, CUSU expects to undertake an evaluation process to identify the Tenderer to be put forward for consideration to be awarded the Contract section 6 (EVALUATION SUB-CRITERIA AND WEIghTINg). 4.14 The CUSU reserves the right to vary the procedure as described in any of the Procurement Documents including this ITT. Reasons for this may include, but are not limited to, supporting continued competition, avoiding unnecessary bidding costs and adhering to subsequent technical or legal guidance. Page 5 of 48 4.15 The Contract will be on the on the terms set out at throughout this ITT. It is important that Tenderers carefully review the terms and the information contained in section 6.2 (Conditions of Tender) regarding acceptance of Tender Responses. PRE TENDER RESPONSE CLARIFICATIONS 4.16 Any queries arising from the Procurement Documents should be raised as soon as possible and in any event by no later than the date stated in the timetable at section 3 (Procurement timetable). 4.17 Upon commencement of the Procurement Process, Tenderers must not approach any member or officer of CUSU with any queries, other than using the email address provided. 4.18 Clarifications and queries relating to this Procurement should be raised by the email address provided above. When submitting a question or a request for clarification or further information, the Tenderer must indicate whether or not they believe the question or request for clarification or further information is commercially confidential to them and should not therefore be shared with other Tenderers. This should be done through marking the question or request for clarification or further information ‘Confidential – not to be circulated to other Tenderers’. At its absolute discretion, CUSU will respond to that specific request privately, providing that in doing so the principle of equal availability of information to all Tenderers
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