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 i 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.