UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
STATEMENT OF REQUIREMENTS
for the supply of
Upholstery and Soft Furnishings
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
CONTENTS
Section Title 1. Introduction 2. Quality, Defects and Non Conformance 3. Prices 4. Logistics 5. Development 6. Management 7. Key Performance Indicator 8. One Off Special Item or Service Requests 9. Electronic Catalogue
Annexes A Distribution Addresses B Authorised Demanders B1 Delivery Addresses C Delivery Addresses D Deliveries Into Defence Storage And Distribution Agency Bicester and Donnington (DSDA) E One Off Special Items or Services F Key Performance Indicators G Procedure for P2P Demand Orders H Procedure for Non-P2P Demand Orders
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UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
1. INTRODUCTION
1.1 This Statement of Requirements (StOR) sets out the Medical and General Supplies team's (M&GS) requirements for the supply of Textiles, Upholstery and soft furnishings requirements.
1.2 The Contractor shall supply the Articles and Services detailed in the SOR, as they are ordered by authorised Demanding Authorities listed at Annex B of this StOR and in the Master Database. The majority of demands under this Contract will be direct for the customers detailed in the Master Database. Demands for stock into the main delivery points will form the lesser part of the contract. As well as timely delivery of the Articles to the Authority, the Contractor must endeavour to achieve reductions in Article and Service prices throughout the course of the Contract.
2. QUALITY, DEFECTS AND NON-CONFORMANCE
Quality Assurance
2.1 The Contractor shall operate a Quality Management System certified to ISO 9001:2000 and the following requirements shall apply to work under the Contract:
2.1.1 AQAP 2120 Edition 2 [NATO QA Requirements for Production], implemented in accordance with the guidelines stated in AQAP 2009 Edition 2 [NATO Guidance on use of AQAP 2000 Series]
2.2 The Contractor shall also comply with the following standards in the execution of the Contract:
2.2.1 DEF STAN 05-61 Part 1 Issue 4 dated 26/04/04 – Quality Assurance Procedural Requirements.
2.2.2 AQAP 2105 (Edn 1)
2.3 The Authority’s Quality Assurance Representative shall be as shown at Box 7 of the Appendix to the Contract (DEFFORM 111). Quality monitoring may be undertaken by the Authority should risk analysis identify areas of concern.
2.4 The Contractor shall ensure the quality of the Articles and Services to be supplied, through implementation of a Quality Plan (QP). The QP must be developed and finalised by the Contractor, and agreed with the Authority no later than 4 weeks from Contract award. The Authority’s agreement to the Contractor’s QP shall not be construed as acceptance of any Authority liability for the accuracy, suitability or applicability of the Plan but shall merely represent acknowledgement of the Contractor’s commitment to implement its provisions. Once agreed, the QP shall form part of a Contract Management Plan (paragraph 6.2 below refers) and shall only be amended by mutual agreement between the Contractor and the Authority. If the QP refers to the Contractor’s Quality Manual or other standing quality procedures, changes to these other documents (that are specific to the QP) shall be notified to the Authority and introduced only by mutual consent.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Retention of Quality Control/Inspection Records
2.5 Unless otherwise directed in the Contract, the Contractor shall retain the Quality Control/Inspection Records or such of those records as may be agreed by the QAR for a period of four years from completion of all work and shall make them accessible to the Authority on request. At the end of this retention period, the Contractor shall seek advice from the QAR regarding the disposal/continued retention of the Quality Control/Inspection Records, and the Contractor shall not dispose of such records without the written authority of the QAR.
2.6 Exceptionally, when requested by the Contractor, the QAR may authorise earlier disposal in writing.
Safety Management
2.7 All Articles supplied must comply with the Health and Safety at Work Act 1974, and any subordinate legislation.
2.8 The Contractor shall provide additional technical data relating to safety for any new/additional Articles added to the Contract where requested by the Authority. The Authority shall have the right to use, and reproduce for its own use, any documentation or manuals supplied.
Provision of Articles
2.9 The Contractor shall provide:
2.9.1 Each Article, when demanded, shall be delivered to the Authority in accordance with the specification identified against the line item on the SOR, and to the description detailed in the appropriate column. The description and specification detailed in the SOR are the definitive requirements. In the event of any inconsistency between the SOR and any other publication (e.g. ISIS), then the SOR shall take precedence. Prior to the operational date, the Contractor shall submit samples of each flooring product, in all the required colours, to the Authority's technical manager for approval.
Alternative Specifications 2.10 If at any time during the Contract Period, the Contractor proposes to change or delete any Line Item(s), then prior approval in writing must be sought from the Authority.
2.11 In the event that the Contractor cannot meet a specification, the Contractor shall propose alternatives of the same quality and robustness that meet the fit, form and function criteria specified. Additionally, if the Contractor proposes to change the formulation of a Line Item, the Contractor is to arrange for and finance the provision of a Product Conformity Certification ("PCC"). The PCC is to confirm that the proposed alternative or change in formulation will not affect the performance, fit, form and function of the offered Line Item in comparison with its predecessor. If the Contractor proposes to use an alternative item, or change the formulation of a Line Item details shall be communicated to the Authority in writing in order that approval for use may be obtained. Following approval, the Contractor shall provide an updated specification for the Line Item for use by any UK Government Department.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Additionally, the Contractor shall provide to the Authority all information necessary for the purposes of NATO codification. If required, the Contractor shall provide a sample free of charge for assessment prior to acceptance by the Authority. Where an alternative Article has been technically fully accepted by the Authority, codified and a fair price agreed, the Contractor shall have such Articles readily available for delivery within the contracted delivery timeframes.
Defects and Non Conformance
2.12 A Defect Report (DR) will be raised by the Account Manager, his nominated representative or the Authorised Demander and forwarded for action to the Contractor as a result of an Article or Service failure. Defect reports raised by Authorised Demanders will be copied to the Account Manager for information purposes only.
2.13 The Contractor shall complete and return Part 2 of the Defect Report within 3 Working Days of receipt. A full investigation of the contents of the defect report shall be completed within 20 Working Days of receipt. However, defect reports with Health and Safety implications shall be acknowledged immediately and fully investigated within 5 Working Days. The investigation will not be considered complete until the Contractor has completed and returned Part 3 of the defect report, detailing its findings, actions taken and any subsequent recommendations.
2.14 A copy of the completed Part 3 of the defect report shall be forwarded to the Account Manager and the Authorised Demander who raised the Defect Report (where applicable).
2.15 Corrective action for failures in Articles or Services found to be the responsibility of the Contractor as a result of any defect report investigation shall be put into action immediately upon agreement with the Account Manager or the Authorised Demander as appropriate. Where a Defect or Non-Conformance report is found to have no foundation, then the Contractor shall not be responsible for the associated investigation costs.
2.16 Where the Contractor and an Authorised Demander cannot reach agreement on a Defect Report, it shall be forwarded to the Account Manager for arbitration.
2.17 Packaging defects shall be treated in accordance with the reporting procedure for Defect Reports on Articles and Services.
2.18 DRs will be submitted on Form S2022 for the Sea Environment, RAF Form 760 for the Air Environment and Form AFG8627 for the Land Environment, and will be issued by the relevant Demand Authority (see Annex B hereto). On receipt of a DR, the Contractor shall investigate the problem responding within 5 working days and either rectify the defect or provide a replacement Article at its own expense.
Marking
2.19 All Articles shall be marked and packaged to Retail Trade Standard as specified by DEFCON 129 (Edn 07/08). All costs for the packaging of Articles shall be included in the Line Item Unit Price of the Article.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Concessions
2.20 On no account shall the Contractor supply an alternative Article in response to a demand order, unless agreed in accordance with paragraph 2.11 above.
2.21 When the Authority has accepted an alternative Article as a suitable replacement, agreed a fair and reasonable price for its supply, and the alternative Article has been allocated a NATO Stock Number (NSN), the Contractor may supply the Article to the Authority.
Denominations of Quantity
2.22 The Denomination of Quantity (DofQ) for each Article is specified in the SOR. It is essential that the specified DofQ be observed, as the Authority’s systems cannot accommodate any deviations. For example, an Article with a DofQ that relates to weight (e.g. Kilogram) cannot be accepted if the delivery is in a linear measure (e.g. Metre). Goods will be rejected if not delivered to the specified DofQ.
Tolerances
2.23 The Authority’s systems require exact matching of receipts to orders. Any variance in the quantity to be delivered, for whatever reason, must be notified to the Demanding Authority prior to despatch of the goods, to allow sufficient time for “dues in” records to be amended. Goods will be rejected if the delivered quantity does not match the (amended) order.
Estimated Quantities
2.24 The quantities stated in the Schedule of Requirements are estimates only and the Authority cannot guarantee the volume of demand within any given time-scale.
3. PRICES
3.1 Throughout the life of the Contract, the Contractor shall work with the Authority to identify opportunities for driving down the price of Articles.
3.2 The Contractor shall ensure that prices for Articles and Services continue to represent best Value for Money by regularly benchmarking its prices, organisation and performance, and that of its suppliers, against the performance of other organisations providing similar services.
3.3 The Contractor shall regularly test the market (for example, by means of Reverse Auctions) to check and improve its prices.
3.4 The Contractor shall also work with the Authority to identify and develop opportunities for improvement in the following areas: Lead Times Stock holding Supply Chain Logistics
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Product development/improvement Sustainability/environment friendly measures
3.5 Any savings emanating from the activities required by paragraphs 3.1 to 3.4 above shall be reflected in the price(s) of the relevant line item(s) in accordance with the process detailed in the Gain-share Provisions of the Terms and Conditions of Contract.
4. LOGISTICS
Order Processing
4.1 Demand Orders will be sent to the Contractor by the Authorised Demanders detailed at Annex B, and Appendix B1, to this StOR.
4.2 When the Contractor has a Purchase to Payment (P2P) link with the Authority, then all ordering will be passed, electronically, via the Authority’s P2P system. Orders transmitted in this way shall be known as P2P Demand Orders and the procedures detailed at Annex G to this StOR shall be followed.
4.3 The Authority requires business to be conducted electronically and the Contractor shall establish a link within an agreed period after contract placement where one does not already exist. If the Contractor does not already have a P2P link with the Authority, orders will be generated in the meantime by the Demanding Authority’s provisioning systems and sent, generally in the form of DEFCON 300, to the Contractor by post, fax, or e-mail. Such orders shall be known as Non-P2P Demand Orders and the procedures detailed at Annex H to this StOR shall be followed.
4.4 Central Demand Orders will be issued to the Contractor as follows:
4.4.1 Items with a Domestic Management Code (DMC) of DAS will be Land or Air items and Demand Orders for delivery to Bicester/Donnington;
4.4.2 Items with an Inventory Management Code (IMC) of 0095, 0565, 0451, and 0566 will be Sea items and Demand Orders for delivery to one of three HM Naval Bases.
Lead Time
4.5 Each Demand Order will specify a Required Delivery Date (RDD). The Contractor must deliver the demanded Articles or Service to meet the contracted lead-time specified in the Contract. However, if the RDD is earlier than the contracted lead time, the Contractor should endeavour to meet the RDD.
4.6 In the event that the Contractor intends delivering demanded Articles before either the lead-time or RDD requested, then prior agreement for early delivery must be obtained from the Demanding Authority before despatch of the goods.
4.7 If the Contractor is unable to deliver to the required time-scale, it shall notify the Demanding Authority by electronic communication immediately on becoming aware of its inability to deliver and state when delivery will take place.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Surge
4.8 In times of increased operational activity, demand patterns and requirements for direct supply to end-user customers may increase. The Contractor shall work with the Authority to meet such increased demands. The Authority will give as much notice as possible of Articles or Services likely to be required in a surge situation. The Contractor shall work with its suppliers to ensure availability as soon as the actual requirements are known.
Minimum Order Quantities
4.9 The Authority will not be bound by Minimum Order Quantities (MOQs) unless it can be demonstrated that this would be more economical and is warranted by order volumes under the contract. Otherwise, the Contractor must manage MOQs where they are imposed by suppliers.
Marking, Packaging and Labelling Requirements
4.10 In addition to the retail trade packaging requirements specified in DEFCON 129 (Edn 07/08), each primary package shall be marked with a label containing the following information as a minimum: NSN DMC/IMC Demand Order Number DofQ Weight of individual Articles Combined weight of package Batch Details
4.11 DEFCON 129 data and that specifically identified above must also be provided in Bar Code format in accordance with the Standardisation of Bar Coding Symbology (STANAG 4329).
4.12 All labels shall be attached in such a manner that they cannot become separated from the consignment in transit.
Pallets and wooden packaging material
4.13 In addition to the provisions of DEFCON 691, all delivered timber shall be treated to prevent the transmission of the pinewood nematode and other pests in accordance with the International Standard for Phytosanitary Measures – 15 (ISPM-15) on Wood Based Packaging Material (WBPM) (see DEFCON 129 (Edn 07/08)). All delivered timber shall be marked with a stamp to confirm that this requirement has been met.
Delivery
4.14 The majority of orders shall be direct for the demander. Orders for stock shall be delivered to the Defence Stores and Distribution Agency (DSDA) stores at DSDC Bicester or Donnington, or to the Naval Bases detailed at Annex C to the StOR, and shall be in accordance with the instructions at Annex D to the StOR.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
4.15 Deliveries to any location will not normally be accepted on Saturdays, Sundays, or Public Holidays unless during a time of crisis, when arrangements must be made between the Contractor, the Demanding Authority, and the recipient of the order.
4.17 On occasions Diversion orders may be raised for part or all of a demand to be delivered to an address other than that on the original demand. This is covered by DEFCON113.
4.18 For direct deliveries to Ships serving abroad goods must be consigned to: HMS/RFA…….. C/O Exports Inward Shipper, Portsmouth Freight Centre, HMNB Portsmouth Hants PO1 3LU
It is essential that the vessel's name be quoted in full.
Rejection of Deliveries
4.19 Due to the volume of stores received by the Authority, it is essential that goods be delivered in accordance with the provisions of this Section 4.10 – 4.18. Failure to mark, package or label any Article in accordance with these instructions will result in the rejection of the consignment.
Overseas Deliveries
4.20 The Contractor shall be required, if requested, to consign shipments of new mattresses directly to British Forces Germany (BFG), Dulmen or in support of new build projects anywhere in Germany. There is also a requirement for direct delivery of renovated mattresses and collection of mattresses for renovation to and from 4 principal garrisons and satellite sites: Rhine Garrison
Elmpt Rhine
Paderborn Garrison
Paderborn Hameln Sennelager
Bergen-Hohne Garrison
Hohne
Gütersloh Garrison
Gütersloh Münster Dülmen Bielefeld Herford
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
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5. ACCESS TO DATA
5.1 Within 3 months of contract award, the Contractor shall establish a method to allow the Authority access to up to date management information, such as protected live access to the Contractor’s IT system, via a Web link. The responsibility for arranging Authority staff access to the Web-portal will lie with the Authority.
5.2 Full details of a suitable method of access shall be agreed between the Contractor and the Authority prior to implementation.
6. MANAGEMENT
Contract Management
6.1 Where work is to be performed wholly, or in part, by Sub-Contractors, the Contractor shall manage and monitor them paying particular attention to the requirements of AQAP 2120 Edition 2. The Contractor is responsible for ensuring that all sub- contracted work meets the requirements of the Contract and is arranged to ensure that it meets the Contract operational date.
Contract Management Plan
6.2 Within 6 weeks of Contract Award, the Contractor shall finalise a Contract Management Plan (CMP) (to include its Quality Plan and Risk Management Plan) for submission to the Authority for agreement. Once agreed, it shall be incorporated into the Contract as an Annex.
6.3 As a minimum, the CMP must address the following: Organisation, responsibilities, communications and meetings Lead-in activities Quality Risk Surge Performance Performance Monitoring Provision of customer / technical support
Organisation, Responsibilities, Communications and Meetings
6.4 The Contractor shall establish a single point of contact (POC) for receipt and correct dissemination of all communications.
6.5 Within 2 weeks of Contract award, the Contractor shall establish a communications matrix that identifies the lead officers for the various aspects of the Contract within both the Contractor’s and the Authority’s organisations, and their role and responsibilities.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
6.6 The Contractor shall notify the Authority within three working days of any change to its organisation that would affect the management of the Contract. The Authority shall do likewise.
Lead-in Activities
6.7 Within 2 weeks of contract award, the Contractor’s key personnel shall meet with the Authority’s project team to identify and implement a programme of lead-in activities to be undertaken before the Operational Date.
Risk Management Plan
6.8 Within 6 weeks of contract award, the Contractor shall formulate a Risk Management Plan (RMP) detailing how it intends to manage Contract risks.
6.9 The RMP shall describe the way in which all risks to the operation of the Contract will be monitored and controlled.
6.10 The RMP shall be submitted to the Authority for comment and shall be reviewed jointly, on a regular basis.
6.11 The Contractor shall manage risk in accordance with its RMP, which shall be fully integrated into and form part of the CMP. The Contractor shall also maintain and regularly update a Risk Register (RR) that includes all categories of risk, including any relating to the Authority. It shall identify risks, their impact, probability of occurrence, risk owner and mitigation plans.
Technical Queries and Customer Support and Advice
6.12 The Contractor shall, at no additional cost to the Authority, provide a Customer Support Line (CSL) to process technical queries and supply chain matters identified by the Authority. A telephone advice line shall be available to representatives of the Authority between the hours of 08.30 and 17.00, Monday to Thursday and 08.30 to 16.00 on Friday.
6.13 The CSL must be manned by, or provide access to, a person competent to dispense advice. The Contractor is responsible for ensuring satisfactory service and provision of information.
Examples of Technical/Customer Support shall include but are not limited to:
6.13.1 provision of advice to customers on the Contract Articles;
6.13.2 the Contractor providing samples where it has requested a change to the product range;
6.13.3 advice on any change or impending changes, in health and safety or other legal requirements;
6.13.4 the identification of new or specialised products;
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
6.13.5 advice on any change, or impending change, in technical standards;
6.13.6 provision of technical information updates or changes in production technology and products, or effects of new legislation;
6.14 The CSL shall maintain a log detailing the identity of the caller, nature of enquiry, agreed time-scale to resolve and the date the enquiry is satisfied. The log must show the number of enquiries received, the number resolved within agreed time-scales, the number not resolved within agreed time-scales and the reasons for the latter.
6.15 When a customer raises a question of a technical nature directly with the Contractor, the Contractor shall refer the question to the responsible lead officer within the Authority in accordance with the Communications Plan. The lead officer shall liaise with the originator of the enquiry to determine the extent of the problem and within 5 working days of the enquiry shall agree a time-scale for its resolution.
Progress Meetings
6.16 After the lead-in period, progress meetings will be held between the Contractor and the Authority no more frequently than every six months and at least half of the meetings each year will be held at the Contractor's premises. The Authority's Account Manager, or nominated representative, will chair meetings. The Contractor will provide someone to take and issue minutes for meetings held at its premises. The schedule for progress meetings shall be decided at the first meeting.
6.17 Progress meetings will review the progress of the Contractor:
6.17.1 during the period since the last meeting;
6.17.2 during the period since contract award; and
6.17.3 the Contractor’s plans, including opportunities for gain-share.
6.18 The standard agenda for the meetings shall be determined between the Authority’s and the Contractor’s project managers at the start-up meeting, but shall include, as a minimum: Review of previous minutes, including actions outstanding Progress Report to include:
Number of demand orders received by the Contractor during the reporting period
Delivery against the demand orders, including a measurement of on-time and late deliveries
Quality, including the number of non-conformances during the reporting period
Progress against Key Performance Indicators (KPIs)
Risk, including a review of the risk register
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Advice line queries, to include supply chain and technical queries
Commercial Issues
Logistic Issues
6.19 The Contractor and the Authority will decide the venue of the progress meetings.
Management Information Required to Support Performance Management
6.20 The Contractor shall provide to the Authority's Account Manager the following reports either by email during the first week of each calendar month or at Progress meetings as appropriate:
No Description Periodicity
1 Details of any customer complaints received by the Weekly Contractor
2 A list of outstanding invoices (i.e. unpaid after more than 30 Monthly days).
3 A status report, by line item in Excel format. Monthly
4 The preceding month's achieved performance against each Monthly KPI specified at Annex F to the StOR together with cumulative performance in the Contract year to date
5 A list of all line items delivered during the preceding month, Monthly showing Land, Sea and Air orders separately
6 The number of Articles and Services demanded against Quarterly each Line Item on the Schedule of Requirements in the Contract year to date
7 The number of non-conformance reports received during the Monthly preceding month, broken down to show the line-item, reason for non-conformance and action taken/to be taken
8 A list of the Authorised Demanders that have placed orders Annually and the value of orders delivered to them during the preceding contract year
9 The average number of days taken to pay subcontractors, Monthly with details of any valid subcontractor invoices remaining unpaid after 30 days and the reason therefor.
6.21 Once the Contractor has arranged for the Authority to have access to real-time data (or similar as agreed), all the data supporting the Management Information outlined in the table above shall be maintained and held in this area in order that the Authority may access up-to-date information at any time.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Contract Deliverables
6.22 A summary of the Contract Deliverables, other than those Articles and Services to be demanded by the Authority, is detailed in the table below:
No Description Required by (date) Consignee StOR Ref
1 Contract Management 6 weeks from Authority Account 6.2 & Plan Contract award Manager 6.3
2 Quality Plan 6 weeks from Authority QAR 2.4 Contract award
3 Risk Management Plan 6 weeks from Authority Account 6.8 to Contract award Manager 6.11
4 Communications Matrix 2 weeks from Authority Account 6.4 Contract award Manager
5 Management 1st week of every Authority Account 7.20 Information calendar month and Commercial Managers
Hand-over at Contract expiry
6.23 In the event that the Authority requires support from the Contractor to ensure a smooth transition to other arrangements such support over and above the transfer of management information will form the subject of a Special Task.
7. KEY PERFORMANCE INDICATORS
7.1 The Contractor shall achieve the contractual performance levels stated at Annex F to the StOR.
7.2 During the Contract, the Contractor shall measure and report monthly its performance against the KPIs.
8. ONE OFF SPECIAL ITEM OR SERVICE REQUESTS
8.1 An authorised demander may request the Contractor to provide a One-off Special item or service request. If the Contractor is able to meet the request the Contractor shall agree a price and delivery time-scale directly with the demander. The Contractor shall then complete the form at Annex E, Part A, (“One-Off Special Item or Service" Request Form) with these details, allocating a discrete number to the task.
8.2 A copy of the completed task form shall be issued both to the authorised demander and the Authority's Commercial Branch.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX A TO MedGS/0011
DISTRIBUTION ADDRESSES
List of Technical Sponsors Med GSBPTech1a Tel Maritime Unique Range (O451), Spur 10, DES Ships FWE-FGS-Proj1a, F Block Redacted on basis of Spur 3, D Block, Foxhill personal information Foxhill, Bath Bath BA1 5AB BA1 5AB
List of Commodity Managers Maritime Unique Maritime Unique Range Army &RAF Demands Range (O451) (O451) M&GS DES Ships FWE - DES Ships FWE-FGS- Inv2a2 FGS-IM2c, Rm 41, IM2c2, Rm 41, Spur 6, Spur 4, Spur 4, F Block, D Block, D Block, Foxhill Foxhill Foxhill Bath Bath Bath BA1 5AB BA1 5AB BA1 5AB Tel Tel Fax Fax Email Email Contact details Contact details redacted - redacted - personal personal information information
Commercial Branch Med GSC1b Annexe A3 F Block Foxhill Bath BA1 5AB
Telephone No: Fax No: Contact details redacted - personal information
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX A TO MEDGS/0011 STATEMENT OF REQUIREMENT
Distribution for Customer Complaints and Reports & Management Information
Commercial Officer M&GSC1b Annexe A3 F Block Foxhill Bath BA1 5AB
Telephone No: Fax No: Contact details redacted - personal information
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX B TO MEDGS/0011 STATEMENT OF REQUIREMENT
DELIVERY POINTS
Delivery Points:
1. SEA ENVIRONMENT
1.1 Delivery Points for FWE (Sea) deliveries will be specified on each Demand Order. The principal delivery points are:
Devonport Distribution Facility (DDF), Royal William Building WO24, HM Naval Base, Devonport, Plymouth, Devon, PL2 4BG. (Telephone Contact details redacted - personal information
Goods In, Portsmouth Freight Centre, Circular Road, HM Naval Base, Portsmouth, Hants, PO1 3LU. (Telephone Contact details redacted - personal information
Inward Shipper, GPSS, HM Naval Base Clyde, Faslane, Nr Helensburgh, Dunbartonshire, G84 8HB. (Telephone Contact details redacted - personal information
1.2 The Contractor shall also comply with the following delivery requirements:
Faslane/Devonport
The processes used by these two Naval Bases are: a. DEVONPORT - All deliveries are escorted from the gate(s) to the point of delivery/collection and back out. Vehicles driven or manned by foreign nationals that have arrived directly from abroad are searched before being allowed escorted entry/exit. b. FASLANE - Requires 2 weeks' notice of delivery and driver details. Delivery then booked in. All foreign national drivers escorted throughout period in base.
Portsmouth
Programmed Deliveries
i. Sponsor to notify the BEPO of intended delivery a minimum of 1 week prior to the event. Including the name of the Driver assistant(s) details. The proforma to be used is at Annex A. ii. The BEPO is to undertake basic security checks on the driver and any assistants, prior to delivery date using the information provided. iii. The sponsor remains responsible for informing the BEPO of changes to any information previously provided prior to the delivery. This includes cancellation and/or notified delays. iv. For the issue of a temporary personal delivery pass, the driver and any assistant(s) must be able to prove their identity. Acceptable forms of ID are: • In date UK Passport • In date UK Photographic Passport • Photographic NHS ID card
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
v. For the issue of a temporary vehicle delivery pass, a formal delivery note on letter-headed company paper is be produced which must include: • Destination within the base to which the delivery/collection is to be made. • Name and extension telephone number of a point of contact (POC) within the Naval Base in order that confirmation that the delivery is expected can be made.
vi. The list of expected deliveries and blue ‘D’ passes for the following day is to be passed from the BEPO to the MGS Management by 1200 each day. Delivery information for the weekend and the following Monday is to be forwarded by 1200 each Friday. Proforma is at Annex B. vii. The MGS are to check every delivery vehicle on arrival and if on the list the personal ID of all occupants and the delivery note is to be checked. The driver (and assistant if applicable) will be issued with a pre-prepared blue ‘D’ pass, which will show their name(s), and a temporary delivery pass only if all documentation meets the criteria at para 3 a iv – v. viii. If the driver or passenger(s) cannot meet all the criteria listed in 3 a iv-v above e.g. acceptable form of ID and delivery note, then the vehicle is to be directed to the BEPO and the POC is to be contacted to provide an escort. ix. On arrival of the escort, temporary personal red 'escorted' passes are to be issued. x. It is the responsibility of the escort to remain with the vehicle for the whole period that it is in the Naval Base. This includes escorting it back to an exit gate. The driver and passenger(s) are also to remain with the escort throughout. xi. In the event that no escort is provided, then the BEPO are to inform the MGS. The MGS are to ensure that the vehicle leaves the BEPO car park and exits the base via the gate of entry and is not allowed past the inner check points. xii. If foreign persons, either driver and/or passenger are manning vehicles then an escort is required every time xiii. All vehicles are subject to search on entry and exit. xiv. Once drivers' details are held on the SISyS entry database, the issue of passes on subsequent visits will take less time. xv. All temporary blue D passes and delivery vehicle passes are to be surrendered at the exit point and handed to the MGS officer. b. Unprogrammed Deliveries
i. On arrival the MGS are to check if the vehicle is on the programmed delivery list. ii. The vehicle is to be directed to the BEPO for the issue of passes. iii. Green unescorted personal passes will only be issued if the driver and passenger(s) meet the criteria listed at 3.a.iv - v above. The POC for the delivery will be contacted to confirm the expected delivery. iv. If no form of recognised personal ID and delivery note is produced then the vehicle and driver will be detained at the BEPO until an escort is provided to take them to their intended destination and on completion return them to an exit gate.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
v. Failure to provide an escort will prevent access to the Naval Base. In this event the BEPO is to inform the MGS so that the vehicle does not get past the inner security check point. c. Regular Deliveries by the Same Driver
i. Depending on the circumstances, it may be possible, once appropriate security processes have been successfully completed, to issue a permanent personal pass to regular delivery drivers.
ii. The delivery company will be required to cover the cost of the clearance process and issued passes. It should be noted that a Baseline Personal Security Standard clearance process will take approximately 3 to 4 weeks to undertake from receipt of a correctly completed Form 1109. (This is for CTC and SC only)
iii. There will still be a need for the driver to obtain a temporary delivery vehicle pass.
d. Other Company ID cards
i. The security processes undertaken for the issue of personal ID of the following companies has been checked and have been found acceptable: • The Post Office ii. On production of appropriate and valid ID, the MGS are to permit these persons and their vehicles entry without the requirement for the issue of Naval Base personal or vehicle passes. iii. These vehicles are not to be searched at other than Counter Terrorist Response Level -'EXCEPTIONAL'. iv. Failure to submit to a search will result in denial of access.
4. All drivers issued with unescorted personal passes (D or Green) will be provided with a map of the Naval Base at the Gate/BEPO. The MGS are to retrieve these maps when recovering temporary personal and vehicle passes at the exit gate. Annex A
NAVAL BASE DELIVERY/COLLECTION PRE BOOKING FORM
Date
Expected Arrival Time
Destination within the Naval Base
Delivery/Collection Company
Vehicle Registration Number
Drivers Name
UK Driving Licence/UK Passport Number
Passenger(s) Name(s)
UK Driving Licence(s)/UK Passport Number(s)
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Naval Base Sponsor
Desk/Mobile Telephone Number of Point of Contact
1.3 Deliveries will be accepted at the following times:
HM Naval Base Devonport - between 0730 and 1730 Monday to Friday,
HM Naval Base Portsmouth – between 0730 and 1530 Monday to Thursday and 0730 to 1130 Friday
HM Naval Base Clyde - between 0800 and 1700 Monday to Friday.
1.4 Deliveries outside of these times may be made at the discretion of the Warehouse Manager. Once arranged, the Contractor shall not vary the time of the scheduled delivery without the prior agreement of the Warehouse Manager.
2 LAND ENVIRONMENT (INCORPORATING AIR)
2.1 Delivery Points for M&GS (Land) deliveries will be specified on each Demand Order).
2.2 DSDC Bicester (address at Annex C)
DSDS Donnington (address at Annex C) Green and Brown copies of completed MOD Forms 640 must be sent to: MedGSIPTInv2a2, Spur 6, Block F, Foxhill, Bath, BA1 5AB.
2. Ships Air Stores Requirement
Ships Air Stores Requirements
Aviation requirements for ships and land bases demanded through Embark Aviation, Yeovilton shall be consigned via one of the below listed addresses. Individual orders should stipulate this information. A list of Ships and Land bases are detailed below.
Unit Full Postal Address Telephone Number
HM Naval Base Devonport Devonport, Plymouth, PL1 4SR Tel: Contact details redacted - personal information
HM Naval Base Faslane Faslane, Helensburgh Tel: Contact details redacted - Dumbartonshire, G84 8HL personal information
HM Naval Base Portsmouth Portsmouth, Hants, PO1 3NH Tel: Contact details redacted - personal information
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
SHIP AIR STORES REQUIREMENT
Ship/Unit Delivery via
HMS INVINCIBLE N0122A 651284 HMNB Portsmouth HMS ILLUSTRIOUS NO123A 651200 HMNB Portsmouth HMS ARK ROYAL N0124A 647463 HMNB Portsmouth HMS OCEAN N0296A 647341 HMNB Devonport HMS ALBION N0447A 647406 HMNB Portsmouth HMS BULWARK N0448A 647407 HMNB Devonport HMS EXETER N0287A 651402 HMNB Portsmouth HMS SOUTHAMPTON N0288A 651525 HMNB Portsmouth HMS NOTTINGHAM N0289A 651516 HMNB Portsmouth HMS LIVERPOOL N0290A 647308 HMNB Portsmouth HMS MANCHESTER N0291A 651515 HMNB Portsmouth HMS GLOUCESTER N0292A 648576 HMNB Portsmouth HMS EDINBURGH N0293A 648576 HMNB Portsmouth HMS YORK N0294A 648243 HMNB Portsmouth HMS ARGYLL N0271A 647320 HMNB Portsmouth HMS LANCASTER N0272A 651540 HMNB Portsmouth HMS IRON DUKE N0273A 655291 HMNB Portsmouth HMS MONMOUTH N0274A 651371 HMNB Devonport HMS MONTROSE N0275A 651372 HMNB Devonport HMS WESTMINSTER N0276A 648225 HMNB Portsmouth HMS NORTHUMBERLAND N0277A 651383 HMNB Devonport HMS RICHMOND N0278A 647303 HMNB Portsmouth HMS SOMERSET N0279A 651301 HMNB Devonport HMS SUTHERLAND N0295A 647409 HMNB Devonport HMS KENT N0444A 651416 HMNB Portsmouth HMS PORTLAND N0445A 648222 HMNB Devonport HMS ST ALBANS N0446A 647300 HMNB Portsmouth HMS CORNWALL N0498A 647385 HMNB Devonport HMS CUMBERLAND N0499A 651280 HMNB Devonport HMS CAMPBELTOWN N0500A 651440 HMNB Devonport HMS CHATHAM N0501A 651297 HMNB Devonport RFA Argus N1295A 648249 HMNB Devonport RFA Fort Austin N1281A 651287 HMNB Devonport RFA Wave Ruler N4188A 647403 Nearest Base Port RFA Wave Knight N3618A 647365 Nearest Base Port RFA Brambleleaf N1248A 651399 Nearest Base Port RFA Bayleaf N1231A 655288 Nearest Base Port
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Ship/Unit Delivery via
RFA Orangeleaf N1251A 651217 Nearest Base Port RFA Grey Rover N1241A 651366 Nearest Base Port RFA Gold Rover N1243A 651492 Nearest Base Port RFA Black Rover N1244A 651498 Nearest Base Port RFA Fort Rosalie N1276A 651286 HMNB Devonport HMS Fort George N1284A 651506 HMNB Devonport HMS Fort Victoria N1283A 651504 HMNB Devonport HMS DUNBARTON CASTLE N1335A 648215 HMNB Portsmouth RFA Sir Galahad N1309A 647299 Nearest Base Port RFA Sir Bedivere N1300A 651411 Nearest Base Port HMS ENDURANCE N1348A 651464 HMNB Portsmouth RFA Diligence N6901A 647425 Nearest Base Port
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX C TO MEDGS/0011 STATEMENT OF REQUIREMENTS
DELIVERY POINTS
Navy Distribution/Delivery Points
Goods In, Devonport Distribution HMNB Clyde Portsmouth Freight Facility (DDF), Faslane Centre, Royal William Building Near Helensburgh Circular Road, WO24, Dunbartonshire HM Naval Base, HM Naval Base, G84 9HL Portsmouth, Hants, PO1 Devonport, Plymouth, 3LU Devon, PL2 4BG
Army Distribution/Delivery Points
Trades, Receipts and Issues Trade Receipts D Site Building B5 DSDA Bicester DSDA Donnington Oxon Telford OX25 2LD Shropshire TF2 8JT
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX D TO MEDGS/0011 STATEMENT OF REQUIREMENT
DELIVERIES INTO DEFENCE STORAGE AND DISTRIBUTION CENTRES (DSDCs) BICESTER AND DONNINGTON
1. All deliveries into DSDC must meet the requirements detailed below. Failure to do so will result in goods being turned away at the Contractor’s expense. Any packaging and labelling requirements detailed in this Annex D are in addition to the requirements of Defcon 129 (Edn 07/08.) Delivery to Bicester
2. All Bicester deliveries shall be made to: Trade Receipts & Issues Bicester (D / E Sites) DSDC Bicester Oxon OX25 2LD
Telephone: Fax Contact details redacted - personal information At least 2 working days' notice of the intended date and volume of delivery shall be given to the DSDC Warehouse Manager. Unscheduled deliveries will be refused.
3. Deliveries will be accepted between 0800 hrs and 1600 hrs from Monday to Thursday, and 0800 hrs to 1230 hrs on Friday. Deliveries outside of these times may be made at the discretion of the Warehouse Manager. Once arranged, the Contractor shall not vary the time of the scheduled delivery without the prior agreement of the DSDC Warehouse Manager. Delivery to Donnington
4. All Donnington deliveries shall be made to: Receipts Building B5 DSDC Donnington Telford Shropshire TF2 8JT Telephone: Contact details redacted - personal information
5. Deliveries will be accepted between 0800 hrs and 1600 hrs from Monday to Friday. Deliveries outside of these times may be made at the discretion of the Warehouse Manager. Once arranged, the Contractor shall not vary the times of the scheduled delivery without the prior agreement of the DSDC Warehouse Manager. It should also be noted that a pallet height restriction of 0.65m is in force.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
7. If a Supplier wishes to deliver 1 pallet or more then they must submit an application via the following e mail address: Contact details redacted - personal information
The following information must be supplied: a. Name of Supplier/Carrier b. If under 5 NSNs then those NSNs must be provided c. If over 5 NSNs then the actual number of NSNs to be delivered must be provided d. Number of pallets to be delivered e. A contact number for use in the event of communication failure f. If urgent delivery is requested for Operational reasons this must be endorsed on the application and we will carry out the necessary checks in order to fast track the application g. On receipt of this information DSDA will reply within 2 hours and offer the next available delivery slot.
N.B The onus is on the Supplier to provide all of the information listed above otherwise no delivery slot will be allocated.
8. The Contractor will be expected to adhere to agreed delivery dates at both sites.
Carriage of Goods by Pallet.
9. All deliveries into DSDA shall be made on wooden pallets that are ISPM-15 compliant and to the specification in the attached drawing. In addition, all pallets shall be labelled with the quantity of boxes per pallet.
Delivery Vehicles. 10. All delivery vehicles will be offloaded using forklift counter balance equipment.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX E PART A TO MEDGS/0011 STATEMENT OF REQUIREMENT
ONE OFF SPECIAL ITEM or SERVICE ORDER REQUEST (to be completed by the Authorised Demander)
Order Reference No.
1. Name & Address of Demander:
External Telephone No:
Date:
2. The Customer's Unit Identity Number (UIN):
3. Contract Number:
4. The Delivery Point (including full postal address):
5. The final destination address, if different from the Delivery Point.
6. Full Description of the One Off Special Item or Service (on attached sheet)
Please provide a firm price quotation and a time-scale for the delivery of the One-Off Special Item or Service (as in accordance with StoR 4.1 – 4.3)
Note (When complete this form should be sent to the supplier and a copy sent to the Account Manager listed at Annex A)
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX E PART B TO MEDGS/0011 STATEMENT OF REQUIREMENT
ONE OFF SPECIAL ITEM OR SERVICE FIRM PRICE QUOTATION
Order Reference No.
1. One-Off Special Item or Service Request Number:
2. Full Description of item or Service
3. Firm Price Quotation (including packaging and delivery):
Item Description % Firm Price a Bought-in Firm Price /Manufacturing Cost £ b Hourly Rate x hours (Services) £ C Profit Rate % £
TOTAL FIRM PRICE OFFER (Ex-VAT) £
4. TIMESCALE
4.1 The Item/Service shall be delivered within days/weeks following authorisation date.
5 SIGNATURE
Name:
Position Held in Company:
Date:
Signature: Telephone No:
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX E PART C TO MEDGS/0011 STATEMENT OF REQUIREMENT
ONE OFF SPECIAL ITEM or SERVICE ORDER AUTHORISATION (to be completed by the Authorised Demander)
Order Reference No.
AUTHORISATION TO PROCEED
1. I hereby confirm my acceptance of your firm price quotation for the One Off Special Item / Service Request Number and request you to proceed.
Firm Price quotation: £
Completion Date:
PAYMENT
2. The Contractor is to submit its payment in accordance with Condition 15 above.
Name:
Date:
Signature:
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX F to StOR KEY PERFORMANCE INDICATORS
No Subject Success Criteria StOR Contract Assessment Criteria ref Requirement
Quality
1 Accuracy of Items delivered meet the 2.9.1 100% This measures the number of Line Order Items Items/Delivery Specification, are delivered that conform entirely with the specification correctly packaged and 4.10 and where no defect report is received by the labelled and delivered to 4.14 Contractor. It is expressed as a percentage of the the correct destination total number of line order items delivered. It also measures the percentage of items delivered to the first delivery point without attracting a non- conformance report, against the total number of line order items delivered. (See note 1). To be measured from operational date of Contract.
Cost
2 New Articles When requested, prices to N/A Within 7 working This measures the time taken, in working days from be supplied to the days of request the date the Contractor is requested to submit a Authority for new items price for a new Article and the date that the price is passed to the Authority’s commercial branch for approval or acceptance.
Logistics
3 Delivery On-time Delivery in Full N/A 85% within 3 months This target measures the % of demanded Line Order 95% within 6 months Items actually delivered in full to the 1st delivery within 6 months point, against the total number of line order items of Operational Date where the RDD or lead time (whichever is the later) falls within the period, expressed as a % (See Notes 2 to 5).
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Management
4 Management Management information 7.20 In the first complete Delivery by midday of the Friday of the first full Information provided on time week of each (calendar) week of every month, and confirmed by a calendar month delivery receipt message.
Payment
5 Payment of Sub- Payment of Sub- N/A 100% within 3 This target measures the % of sub-contractors paid contractors contractors within 30 days months within 30 days of the Contractor receiving a valid of receipt of a valid invoice and where payment has been received from invoice. the Authority.
NOTES
1. For the purposes of Performance Measurement under this Enabling Contract, a non-conformance is defined as any receipt shortcoming, the responsibility for which is attributable to the Contractor, including, but not limited to: inadequate, or damaged, packaging missing, damaged, or incorrect label package exceeds weight/size restrictions notified consignments made without prior notice in accordance with Section 4, and Annex D to the StOR pallets received not in accordance with the requirements of Section 4, and Annex D to the StOR 2. Cancelled orders are not to be counted in assessing performance against this target. 3. This is a historical measure, therefore in determining delivery performance only those orders that are due for delivery within the prescribed ‘target criteria’ should be considered. Items where the delivery as contracted falls outside of the reporting period should be discounted when calculating the target performance achieved.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
4. The Contractor may count an item as complying with the target in circumstances where the Contractor has offered an alternative delivery timescale and the Authority has accepted the revised timescale, provided that the percentage of items qualifying under this Note 3 shall represent no more than 5% of all measured deliveries. 5. The offer or supply of an agreed and acceptable alternative to the item demanded within the prescribed target time scale may be deemed as meeting the target criteria required. If the item offered is not considered by the Authority to be an agreed and acceptable alternative and supply of the demanded item is not achieved in time, the Contractor is to consider this as a failure to meet the criteria. 6. Where no timescale is specified within the table above, the contract requirement is to operate from the date of the contract.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX G MEDGS/0011 STATEMENT OF REQUIREMENT
PROCEDURE FOR P2P DEMAND ORDERS
1. P2P Orders
1.1. Each P2P Demand Order will be issued by an Authorised Demander and will contain, as a minimum, the following information:
1.1.1 The Header - showing:
1.1.1.1 A P2P purchase order number.
1.1.1.2 A legacy purchase order number.
1.1.1.3 The Contract number.
1.1.2 The Order Line Level - showing one or more Commissioned Line Items. In respect of each Commissioned Line Item, will be provided:
1.1.2.1 A purchase order line number.
1.1.2.2 The supplier’s part number (if known).
1.1.2.3 The NATO Stock Number (where applicable).
1.1.2.4 A short description.
1.1.2.5 The total quantity to be supplied.
1.1.2.6 The denomination of quantity.
1.1.3 The Shipment Line Level - showing details, where applicable, of the time-scales for delivery and the Delivery Points for each Commissioned Line Item at the Order Line Level of the P2P Demand Order. The Shipment Line Level information supplied will include:
1.1.3.1 A unique receipt reference identifier (URRI).
1.1.3.2 A priority code and/or a Required Delivery Date (RDD):
N.B. The Contractor is required to use the RDD stated in the Demand Order on the P2P shipping label.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX G MEDGS/0011 STATEMENT OF REQUIREMENT
1.1.3.3 The Delivery Point.
1.1.3.4 The quantity of Articles to be supplied to each Delivery Point.
1.1.3.5 The denomination of quantity in which the Commissioned Line Items shall be supplied.
1.1.3.6. The URRI number related to the delivery at Shipment Line Level.
N.B. There may be several shipment line levels for the same item.
2 Order Acknowledgement
2.1 The Contractor is required to electronically acknowledge within 5 business days all orders received via P2P. For multi-line orders an electronic acknowledgement is required for each Commissioned Line Item.
3 Order Amendment/Cancellation
3.1 Once an order has been placed, it shall not be amended or cancelled without prior consultation/agreement between the Authority and the Contractor.
3.2 If the Authority amends or cancels a P2P Demand Order before the original delivery date specified in it, the Contractor shall comply with the P2P Demand Order as so amended. The Authority will notify the Contractor of a purchase order amendment by sending an electronic Purchase Order Amendment message.
3.3 If the Contractor requests an amendment to a P2P Demand Order, the Authority may:
3.3.1 Enter into negotiations with the Contractor with a view to agreeing an appropriate amendment to the P2P Demand Order.
3.3.2 Reject the request.
3.3.3 Cancel the P2P Demand Order by sending a purchase order amendment message to the Contractor. 3.4 The Contractor shall be bound by and comply with the terms of a P2P Demand Order:
3.4.1 Which it has accepted or where an amendment requested by the Contractor has not been accepted by the Authority;
3.4.2 Where an amendment has been agreed and issued by the Authority in accordance with paragraph 3.3.1.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
4 Despatch Messages
4.1 Prior to despatch, the Contractor shall send an advance shipment notice message. This will as a minimum contain:
4.1.1 A P2P purchase order number.
4.1.2 A legacy purchase order number.
4.1.3 The Contract number.
4.1.4 The unique receipt reference identifier.
4.1.5 The quantity of the Article being despatched.
4.1.6 The number of containers being used to deliver the Articles.
4.2 The Authority may, but shall be under no duty to, notify the Contractor of the receipt of the Articles in a Commissioned Line Item. Any such confirmation shall not be construed as acceptance of the Articles, in accordance with DEFCON 525.
5 Invoice Messages
5.1 Electronic Invoices shall be submitted to the Authority using the Sales Invoice message. This message shall identify the item by reference to the information contained in the P2P Demand Order including, in particular, the unique Receipt Reference identifier for that item. The Contractor shall submit a separate invoice for each shipment line.
5.2 The Authority shall pay the Contractor for an electronic invoice within 30 days of its receipt, provided the Authority is satisfied that the invoice fully meets the following criteria:
5.2.1 The Commissioned Line Item has been delivered to the Delivery Point specified in the P2P Demand Order.
5.2.2 The Contractor has submitted to the Authority an electronic invoice using the Sales Invoice message which:
5.2.2.1 Identifies the Commissioned Line Item accurately by reference to the information contained in the P2P Demand Order (including, in particular, the unique receipt reference identifier for the Commissioned Line Item).
5.2.2.2 Specifies correctly the contract price payable for the Commissioned Line Item by applying the formula:
A = LIUP x Q
Where:
A represents the amount.
LIUP represents the Line Item Unit Price for the Commissioned Line Item
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
Q represents the quantity of the Commissioned Line Item specified in the P2P Demand Order
5.2.3 The Authority may, at its discretion, aggregate the payment for Commissioned Line Items in one or more P2P Demand Orders.
6 General
6.1 Except where specifically stated in the Contract to the contrary, all communications between the Authority and the Contractor under any of paragraphs 1 to 5 above, shall be:
6.1.1 by electronic means using the communications systems provided by P2P and 6.1.2 satisfy the requirements of the Electronic Data Interchange agreement between the Parties set out in the attached DEFFORM 30.
6.2 The Contractor acknowledges that:
6.2.1 P2P is being run by the P2P Provider in accordance with an agreement between the Authority and the P2P Provider.
6.2.2 The Contractor may have to enter into a separate agreement with the P2P Provider or another third party to enable him to participate in P2P for the purposes of this contract.
6.3 Where, in exceptional circumstances, the Authority has an operational requirement to pass to and receive from the Contractor, communications by a method other than P2P:
6.3.1 The Authority will make such reasonable arrangements for the exchange of communications with the Contractor as the Authority may, within its discretion, determine.
6.3.2 The Contractor shall comply with such directions for the implementation of the arrangements as the Authority may from time to time issue to the Contractor.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX H MEDGS/0011 STATEMENT OF REQUIREMENT
PROCEDURE FOR NON-P2P DEMAND ORDERS 1 MoD Form 640 Orders (Supply only)
1.1 The Authority will issue authorised Demand Orders to the Contractor, generally in the form of DEFFORM 300 (both manually and by electronic means). A Demand Order will detail as a minimum, the Item, quantity required, any special QA requirements, and the packaging and delivery requirements, including time- scale and consigning address.
1.2 If the Authority amends or cancels a Demand Order before the delivery date specified in it, the Contractor shall comply with the amended or cancelled demand, provided that this is still reasonably practicable. The Authority will notify the Contractor of a purchase order amendment in writing.
1.3 If the Contractor requests an amendment to a Demand Order received from the Authority, the Authority may:
1.3.1 accept the request, amend the Demand Order as requested and send an Amendment to the Contractor;
1.3.2 reject the request;
1.3.3 cancel the Demand Order by sending an amendment to the Contractor; or
1.3.4 exceptionally, enter into negotiations with the Contractor with a view to agreeing an appropriate amendment to the Demand Order. If the Parties agree the amendment within five Business Days of commencing the negotiations, the Authority shall send a purchase order amendment message to the Contractor. In the event that the Parties fail to agree the amendment within that time-scale, the Authority shall cancel the Demand Order.
1.4 Following receipt of a Demand Order, the Contractor shall:
1.4.1 complete MOD Form 640 in accordance with General Notice to Defence Contractors (GNDC) No 5 (Issue 3), for each shipment in the Demand Order;
1.4.2 attach to or enclose with the packaging in which the Article is delivered to the consignee, the red copy of MOD Form 640;
1.4.3 not later than the Business Day on which the Article is despatched from the Contractor’s or a sub-Contractor’s premises, send by post the Green and the Brown copy of the completed MOD Form 640 to the relevant address as identified in Annex A;
1.4.4 send by post the mauve copy of the MOD Form 640 to the relevant Demanding Authority named at Annex A; and
1.4.5 retain in his records the yellow copy of the completed MOD Form 640.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
1.5 Following receipt of the green and the brown copy of completed MOD Form 640, the Authority will:
1.5.1 retain the green copy;
1.5.2 carry out basic administrative validation checks in respect of each Line Item including a comparison of the red and the brown copy of MOD Form 640; and
1.5.3 if satisfied that the requirements are met, receipt the brown copy and return it to the Contractor.
1.6 The Contractor may then claim payment for the Article by submitting to the DGFM:
1.6.1 a properly completed Form DAB 10 (in duplicate); and
1.6.2 the receipted brown copy of the MOD Form 640 to substantiate his payment claim.
UPHOLSTERY AND SOFT FURNISHINGS STATEMENT OF REQUIREMENTS – MEDGS/0011
ANNEX I MEDGS/0011 STATEMENT OF REQUIREMENT
ELECTRONIC CATALOGUE INFORMATION (WHERE DETERMINED BY THE AUTHORITY AS BEING REQUIRED)
Article
• Full 13 digit NATO Stock Number (NSN) • Contractors unique part number • Accurate product description • Image/illustration (colour) of the Authorities selected and approved articles. • Overall Dimensions • Approximate weight • Unit of supply • Unit price (ex VAT) for each Article both Delivery only and Delivery and Install.
General
• Contractor's details including contract number • Contractor's environmental policy • Product warranty details • Customer support/help desk/fax numbers and email addresses • Index, search and help facilities by all main data fields
CONTENTS
1. General Conditions of Contract
2. Contract Duration
3. Specification/Technical Requirements
4. Safety
5. Quality Assurance Requirements
6. Agreed Prices and Future Pricing
7. Authorised Demanders
8. Ordering Procedure
9. Packaging and Marking
10. Compliance with the Electronic Transactions Agreement
11. Force Majeure
12. Payment
13. Key Performance Indicators
14. Benchmarking/Continuous Improvement
15. Reverse Auction
16. Amendments to the Contract
Annex
A - DEFFORM 522A (Edn 6/99) B – DEFFORM 30 (Edn 01/07)
Appendix - Addresses and Other Information
TERMS AND CONDITIONS APPLICABLE TO ENABLING CONTRACT MEDGS/0011 FOR THE SUPPLY OF TEXTILES AND UPHOLSTERY
1. GENERAL CONDITIONS OF CONTRACT
The following Defence Conditions shall apply:
DEFCON 5 (Edn 07/99) - MOD Form 640 – Advice and Inspection Note DEFCON 5J (Edn 07/08) - Unique Identifiers DEFCON 68 (Edn 10/08) - Supply of Data For Hazardous Articles, Materials and Substances DEFCON 76 (Edn 12/06) - Contractor's Personnel at Government Establishments DEFCON 113 (Edn 10/04) - Diversion Orders DEFCON 117 (Edn 05/06) - Supply of Documentation for NATO Codification Purposes DEFCON 129 (Edn 07/08) - Packaging (for Articles other than Ammunition and Explosives) Contract Condition 9 also refers. DEFCON 129J (Edn 07/08) - The Use of Electronic Business Delivery Form DEFCON 501 (Edn 4/04) - Definitions and Interpretations DEFCON 502 (Edn 06/08) - Specifications DEFCON 503 (Edn 7/05) - Amendments DEFCON 507 (Edn 10/98) - Delivery DEFCON 509 (Edn 9/97) - Recovery of Sums Due DEFCON 513 (Edn 05/08) - Value Added Tax DEFCON 515 (Edn 10/04) - Bankruptcy and Insolvency DEFCON 516 (Edn 6/04) - Racial Discrimination DEFCON 518 (Edn 9/97) - Transfer DEFCON 520 (Edn 8/09) - Corrupt Gifts and Payments of Commission DEFCON 521 (Edn 10/04) - Subcontracting to Supported Employment Enterprises DEFCON 522 (Edn 7/99) - Payment DEFCON 522J (Edn 05/03) - Payment Under P2P DEFCON 523 (Edn 3/99) - Payment of Bills Using The Bankers' Automated Clearing Service (BACS) DEFCON 524 (Edn 10/98) - Rejection DEFCON 525 (Edn 10/98) - Acceptance DEFCON 526 (Edn 8/02) - Notices DEFCON 527 (Edn 9/97) - Waiver DEFCON 528 (Edn 10/04) - Overseas Expenditure and Import Licences DEFCON 529 (Edn 9/97) - Law (English) DEFCON 529a (Edn 09/97) - Law (Scots) N.B. Option only available to a Scots company electing for Scots Law. DEFCON 530 (Edn 7/04) - Dispute Resolution (English Law) DEFCON 530a (Edn 07/04) - Dispute Resolution (Scots Law) DEFCON 531 (Edn 5/05) - Disclosure of Information DEFCON 534 (Edn 6/97) - Prompt Payment (Subcontracts) DEFCON 537 (Edn 6/02) - Rights of Third Parties DEFCON 538 (Edn 6/02) - Severability DEFCON 566 (Edn 08/06) - Change of Control of Contractor DEFCON 602A (Edn 12/06) - Deliverable Quality Plan DEFCON 608 (Edn 10/98) - Access and Facilities to be Provided by the Contractor DEFCON 609 (Edn 10/98) - Contractor’s Records DEFCON 610B (Edn 12/02) - Enabling Contracts – Duration Period (Spares/Repairs Contracts) DEFCON 611 (Edn 06/06) - Issued Property DEFCON 612 (Edn 10/98) - Loss of or Damage to the Articles DEFCON 614 (Edn 09/03) - Default DEFCON 615A (Edn 3/04) - Orders for Articles/Services under Enabling Contracts
DEFCON 616 (Edn 10/98) - Competition/Alternative Sourcing DEFCON 617 (Edn 12/02) - Enabling Contracts – Estimated Quantities DEFCON 618 (Edn 12/02) - Enabling Contracts – Standing Offer DEFCON 619A (Edn 9/97) - Customs Duty Drawback DEFCON 621B (Edn 10/04) - Transport (if Contractor is responsible for transport) DEFCON 624 (Edn 04/00) - Use of Asbestos in Arms, Munitions or War Materials DEFCON 625 (Edn 10/98) - Co-operation on Expiry of Contract DEFCON 632 (Edn 02/07) - Third Party Intellectual Property Rights – Commercial and Non Commercial Articles and Services DEFCON 637 (Edn 08/99) - Defect Investigation and Liability DEFCON 642 (Edn 6/97) - Progress Meetings DEFCON 644 (Edn 10/98) - Marking of Articles DEFCON 691 Interim 08/02 - Timber & Wood-Containing Products Supplied under the Contract NB. Clauses 4 and 5 of this DEFCON shall not apply to Demand Orders where the value of the timber is less than £100.00. DEFCON 693 (Edn 04/06) - Government Procurement Card DEFFORM 30 (Edn 01/07) - Electronic Transactions Agreement
2. CONTRACT DURATION
2.1 The Contract shall come into force on the date of acceptance of the Contractor's offer and shall become operational on 1st May 2011. It shall continue in force for a period of 2 years from the Operational Date or until such time as may be determined pursuant to Condition 2.2 unless terminated in accordance with any other Condition of Contract.
2.2 The award of Contract shall act as consideration and give the Authority the right to extend the duration of Contract by a further 2 years (2 X 1 year option periods) at its sole discretion. For any period of extension, the prices shown in the Schedule of Requirements shall apply as shall all existing Terms and Conditions of Contract.
2.3 The Authority will give the Contractor at least 3 months' notice before the contract expiry date of its intention to take up any option period.
3. SPECIFICATION/TECHNICAL REQUIREMENTS
3.1 The items shall conform to the latest issues of the Authority’s specification/s and/or the British, European or International Standards relating to the item and incorporate all relevant modifications
4. SAFETY
4.1 In this Condition “Relevant Obligation” means any statutory duty or obligation or any obligation under a British or European Standard in relation to health and safety.
4.2 The Contractor in performing the Contract shall comply with all Relevant Obligations and shall be responsible for ensuring that none of the specifications in the Contract causes the Contractor to be in breach of any Relevant Obligation.
4.3 Nothing in the Contract (or in any other document created or signed on behalf of the Authority) shall constitute a written undertaking for the purposes of Section 6 (8) of the Health and Safety at Work Act 1974. The Contractor shall not be relieved of any of his duties under Section 6 of the Act.
4.4 The Authority shall be entitled to reject, in accordance with DEFCON 524, any item if any of the safety requirements stipulated in the Contract are not met.
5. QUALITY ASSURANCE REQUIREMENTS
5.1 The Contractor shall operate a quality management system in accordance with the requirements detailed at Clause 2 of the StOR. The Contractor shall maintain its quality management system in accordance with ISO 9001-2000.
5.2 A Quality Plan (QP) shall be produced by the Contractor and agreed by the Authority within six weeks of the award of the Contract. The QP shall be specific to the Contract and be prepared in accordance with the requirements of AQAP 2105 (Edn 2) and then only changed by mutual agreement. It shall include the following elements:
5.2.1 the resources, organisation and responsibilities allocated to quality assurance;
5.2.2 any specific procedures, in addition to those in the Contractor’s Quality Manual, required to address areas of risk that may affect quality;
5.2.3 planned quality assurance and quality control procedures; control of Sub- contractor’s work packages;
5.2.4 a definition of the scope and extent of traceability/certification of conformity, including how items that fall within this category are identified and controlled; identification and control of non-conforming products.
5.2.5 All specifications and standards referred to in the QP shall be available for audit by the Authority, if required.
N.B. Agreement of the plan shall not be deemed to signify any acceptance of liability by the Authority for the accuracy, suitability or applicability of the QP.
5.3 If the QP refers to the Contractor’s Quality Manual or other standing quality procedures, changes to these documents (which are specific to the QP) during the Contract Period shall be notified to the Authority and introduced only by mutual consent.
5.4 The Authority’s Quality Assurance representative is identified at Box 7 of DEFFORM 111 - Appendix. The Authority may undertake Quality monitoring where there are areas of concern.
6. AGREED PRICES AND FUTURE PRICING
6.1 Unless otherwise stated in the Schedule of Requirements, the price of each item for the Contract shall be firm (i.e. not subject to variation in any respect) and shall include packaging and delivery in accordance with the terms and conditions of the Contract.
Pricing of New Items and Special Tasks
6.1.1 The Authority may wish to add items to, or delete items from, the Schedule of Requirements, and place Special Tasks. If notified of an additional requirement the Contractor shall within one week of receipt of notification by the Authority, submit for consideration by the Authority, its firm price quotation for the item(s) to cover the remainder of the Contract (including the option periods).
6.1.2 The profit rate that the Contractor has included in its tender shall apply to the bought in cost of the new Line Item or Special Task.
6.1.3 Notwithstanding Clause 4 of DEFCON 503, for the purpose of pricing additional items and Special Tasks and for verification of any other detail, the Contractor shall allow the Authority full and complete access to all financial and source data that is used in calculating its prices.
7. AUTHORISED DEMANDERS
7.1 Demand Orders may only be placed by the Authorised Demanders listed at Annex A to the StOR.
8. ORDERING PROCEDURE
8.1 Orders for Articles will be notified to the Contractor electronically via the P2P system when this system is implemented. Until P2P implementation, ordering will be via DEFFORM 300.
8.2 The Contractor must be able to accept and process Orders on P2P within (period to be agreed).
8.3 Receipt of an authorised Demand Order will constitute the Contractor's authority to proceed with the supply of the item or provision of the Service listed therein.
8.4 In the event that the Contractor cannot meet the contracted delivery date the Authorised Demander may cancel the Demand Order and invoke DEFCON 614 (Default) in relation to the item or Service covered by the Demand Order, in anticipation of the Contractor’s default.
9. PACKAGING AND MARKING
9.1 All items under the Contract shall be delivered using commercial packaging that should be marked in accordance with DEFCON 129.
9.2 All costs for the packaging of these items shall be included in the Line Item Unit Price of the items in the Schedule of Requirements.
10. COMPLIANCE WITH THE ELECTRONIC TRANSACTIONS AGREEMENT
10.1 The Authority and the Contractor shall comply with the Electronic Transactions Agreement DEFFORM 30 (Edn 01/07), reference M&GS/GAMA/594, dated XXX. Transmission by the Contractor of an “Acknowledgement of Receipt” Message shall be regarded as acceptance of the Purchase Order Message to which it refers, unless the Purchase Order Message itself constitutes acceptance in accordance with the Terms and Conditions of the Contract. Messages under DEFFORM 30 (EDN 01/07) received by the Contractor shall be regarded as having been authorised by the Authority.
11. FORCE MAJEURE
11.1 If, by reason of any acts of nature, war, hostilities, or of any fire at any of the Contractor’s premises or those of its suppliers or any act or default of the Authority the Contractor shall have been delayed in completing the delivery of the items:
a) the Contractor shall, immediately upon becoming aware that any such delay has been caused, give to the Authority notice in writing of its claim for an extension on time for the completion of the delivery, and
b) the Authority shall allow the Contractor a reasonable extension of time for such completion, provided always that the Contractor shall not be entitled to any extension of time unless it shall, at all times, have used all reasonable endeavours to prevent and to minimise any such delay and to do all that may be reasonably required to the satisfaction of the Authority to proceed with the work.
12. PAYMENT
12.1 It is the intention that invoicing and payment shall in time be made electronically under P2P.
12.2 However, even when P2P is implemented, it may be through a P2P system failure or fault that P2P ordering is made partly or wholly impossible. In such circumstances the Contractor shall be required to revert to the MoD Form 640/1189 and 367 non-electronic methods of ordering and payment at no additional cost.
12.2.1 To facilitate the prompt payment of bills, the MoD Form 640 must show the Contract number, Demand Order reference, the Management Code, the full NATO Stock Number of each Line Item in the consignment and the appropriate Unit Identification Number.
13. KEY PERFORMANCE INDICATORS (KPIs)
13.1 The KPI criteria for assessing contract achievement is 100% of the items conforming to specification and 95% delivered within agreed contract time- scales.
13.2 For the purposes of measuring performance against KPIs, all demands raised by the Authority will be used for assessment, except those demands that are cancelled by the Authority before the delivery date.
13.3 Where an order is found not to conform to specification or will be delivered late (unless the demander will accept a later delivery date), the Authority reserves the right to cancel the order and purchase elsewhere under the provisions of DEFCON 614 (Default).
13.4 The minimum annual performance required by the Authority is set out at Annex F of the StOR. The Contractor's performance against these KPIs shall determine whether the contract option period is taken up.
13.5 If the Contractor's performance demonstrates a trend of repeated failure or worsening performance, the Authority may determine the Contract with effect from a date to be advised to the Contractor. Repeated failure or worsening performance means "a level of performance that is frequently lower than the percentages detailed in Annex F". The Authority's decision shall be final but shall not affect the Parties’ rights and obligations in respect of all the items or services which have been ordered, delivered or performed in accordance with the Contract on or before the date of such determination.
14. BENCHMARKING/CONTINUOUS IMPROVEMENT
14.1 The Parties shall regularly review the opportunities for benchmarking/continuously improving the value for money being achieved on this Contract.
14.2 Implementation of any improvement shall be by formal amendment to the Contract. If a measurable price saving results, the Contractor shall retain 50% of the net saving.
14.3 The Authority’s share shall be reflected in a reduced Line Item Unit Price.
15. AMENDMENTS TO THE CONTRACT
15.1 For the purposes of DEFCON 503, Amendments to the Contract shall be serially numbered and issued only by the Commercial Branch specified in Box 1 to the Appendix to Contract (DEFFORM 111).
15.2 The Contractor shall not accept any instruction that may have the effect of altering the terms of the Contract without the prior written approval of the Commercial Branch.
15.3 Subject to agreement by the Contractor, the Authority may add Line Items to the Schedule of Requirements at any time during the period of the Contract.
ANNEX A TO THE TERMS AND CONDITIONS OF CONTRACT MEDGS/0011
DEFFORM 522A (Edn 6/99)
Ministry of Defence
RELEVANT FORM DETAILS FOR DEFCON 522 PAYMENT CONDITION
This form must be completed and attached to each contract containing DEFCON 522.
Contract Number: MEDGS/0011
Line Item plus further Relevant Form Representative of the Authority description if necessary As detailed in the Schedule MoD Form 640 The Consignee as stated on the MoD of Requirements Form 640.
With regard to paragraph 3 of DEFCON 522, the Contractor shall submit all claims for payment to the Bill Paying Branch using a properly completed DAB Form 10.
DEFFORM 111 (Edn 05/10) Appendix - Addresses and Other Information 1. Commercial Officer 8. Public Accounting Authority DES Commodities-M&GS-Comrcl-3C (for Government owned stores issued or to be held by the Contractor) Annexe A3, Block F Ministry of Defence, CAS/Asset Accounting Centre (AAC), West Point, Foxhill 12th Floor, 501 Chester Road, Old Trafford, Manchester, M16 9HU Bath, BA1 5AB Email: Contact details redacted - personal information Fax : Contact details redacted - personal information
2. Project Manager, Equipment Support Manager or IPT Leader 9. Consignment Instructions (from whom technical information is available) The items are to be consigned as follows:
Email:
3. Packaging Approving Authority 10. Transport. The appropriate Ministry of Defence Transport Offices DE&S Through Life Support Defence Packaging. are: Building S11 DSCOM, DE&S, DSCOM, MoD Abbey Wood, Cedar 3c, Mail Point Fort Halstead 3351, BRISTOL BS34 8JH Sevenoaks Air Freight Centre Kent IMPORTS Contact details redacted - personal information TN14 7BP EXPORTS Contact details redacted - personal information Tel Contact details redacted - personal information Surface Freight Centre IMPORTS Contact details redacted - personal information EXPORTS Contact details redacted - personal information
4. (a) Supply/Support Management Branch or JIGSAW Order Manager: B. DSDA HQ Transport Stream, Building E1, E Site, Bicester, Oxon, DESMedGS-InvMgr3b1, Rm 58, Block F, Foxhill BATH OX25 2LD: BA1 5AB UK Ex-Works Contact details redacted - personal information EXPORTS Contact details redacted - personal information (b) A4437D Also note: www.
5. Drawings/Specifications are available from 11. The Invoice Paying Authority (see Note 1) Ministry of Defence DFM FM SSC Contact details redacted - personal information Walker House, Exchange Flags Fax: Contact details redacted - personal information Liverpool, L2 3YL Website is: www.fmssc.mod.uk
6. For contracts containing DEFCON 5, mauve Copies of MOD Form 12. Forms and Documentation are available through *: 640 are to be sent to: Ministry of Defence, Forms and Pubs Commodity Management Spur 6, Block F, Foxhill, BATH BA1 5AB PO Box 2, Building C16, C Site Tel Contact details redacted - personal information Lower Arncott Bicester, OX25 1LP (Tel. Contact details redacted - personal (where no address is shown the mauve copy should be destroyed) information Fax: Contact details redacted - personal information Applications via fax or email: Contact details redacted - personal information
7. Quality Assurance Representative: NOTES 1. Forms. Hard copies, including MOD Form 640 are available from address in Box 12., All other invoicing forms e.g. AG Forms 169 and Commercial staff are reminded that all Quality Assurance requirements should 173, are available from the website address shown at Box 11. be listed under the General Contract Conditions. 2.* Many DEFCONs and DEFFORMs can also be obtained from the MOD Internet Website; www.aof.mod.uk/aofcontent/tactical/toolkit/
AQAPS and DEF STANs are available from Stan 1, Kentigern House, 65 Brown St, Glasgow, G2 8EX. A self addressed label should be sent with each application. Website is: www.dstan.mod.uk
For Official Use Only Recoverable YES NO X Finance Branch
Issue of Government Property YES NO X LH No/Project No
VAT Contractor - Country of Origin (delete those not applicable) Requisition No
UK Overseas (non-EC Country) Overseas (EC Country) Project Management/ X Production branch reference
If EC specify country: Place of manufacture
Outside the scope Item Nos Place of packaging Exempt Item Nos Taxable Zero Rate Item Nos Contractor’s Tel No Contact details redacted - personal information Taxable - Standard Rate X Item Nos All
(where contract is with an overseas contractor RP (FIN) VAT Guidance Note No 3 should be consulted)