020/2013 – Contract for the provision of Business Office Supplies and Service – 05 March 2013

Executive Summary and recommendation:

NYP along with all other forces in ACPO Region No. 2 previously contracted with Lyreco Ltd for force wide Business Office Supplies and Service Solutions requirements via a framework contract agreed by North Yorkshire County Council (NYCC).

The NYCC contract expired on 30th September 2012 and the Regional Procurement team sought alternative collaborative opportunities that allowed the continuation of access to products and services whilst securing improved product prices on a core range of regularly ordered items.

This Decision Making Notice seeks approval from the PCC to enter into a contract with Lyreco Ltd for the provision of Business Office Supplies and Service Solutions.

It is recommended that approval be granted to enter into a contract with Lyreco Ltd for the provision of Business Office Supplies and Service Solutions.

FINANCE SUMMARY
The estimated value of this contract over a 4 year period is £125,000.

Police and Crime Commissioner decision:

Approved

Signature Date 05 March 2013
Title Police & Crime Commissioner for North Yorkshire

1. Introduction and background
   NYP along with all other forces in the North East (ACPO Region No. 2) previously contracted with Lyreco Ltd for force wide Business Office Supplies and Service Solutions requirements via a framework contract agreed by North Yorkshire County Council (NYCC).The contract with Lyreco Ltd was based on preferential prices being offered against a core list of products that were regularly used by each force. Non core items were available via an on line catalogue with varying percentage discounts.

   The regional team reviewed the collaborative opportunities available for the provision of Business Office Supplies and Service Solutions requirements and determined that the Dartford Borough Council (DBC) contract offered the best value for money whilst maintaining the service levels of the current incumbent. NYCC have also migrated to this contract rather than carry out their own tender exercise.

   Procurement Procedure
   DBC awarded a framework contract to Lyreco Ltd for the supply of Business Office Supplies & Service Solutions in September 2012. The EU contract notice allows all public sector bodies to access the contract.

   On receipt of the documentation, the Y&TH Regional Procurement Team entered into negotiation with Lyreco Ltd on behalf of the North East police forces to identify the core list of stationery & paper. The items negotiated on the contract are identical to those previously procured via the NYCC framework contract.
   The framework runs for a period of 2 years starting on 1st October 2012 with an option to extend for a further 2 years.

   Contract Costs
   Contract prices remain at the current core price list until 1st January 2014. Economies of scale have led to some high volume items being secured at lower prices and improved quality e.g. photocopier paper. Prior to the 1st January 2014 the Regional Procurement Team will confirm the core list for the final contract period.

   Based on historical usage and spend it is estimated that over the 4 year duration the value of the contract for NYP will be c£125,000. Demand may cause this figure to fluctuate over the contract period.

   Terms and Conditions
   Individual contracts will be formed by each of the North East forces.

2. Matters for consideration
   It is requested that approval be granted to enter into a contract with Lyreco Ltd for the provision of Business Office Supplies and Service Solutions.
3. Other options considered, if any
   N/A
4. Contribution to Police and Crime Plan outcomes
   The provision of business office supplies and service solutions that demonstrates value for money facilitates the delivery of NYP’s 5 priorities by assisting officers and staff to perform their roles effectively.
5. Consultations carried out
   Consultation has taken place with colleagues from Finance and Legal Services.
6. Financial Implications/Value for money
   The estimated average annual contract spend on stationery is within the force budget.
7. Legal Implications
   The Director of Legal & Compliance Services is instructed by the author that this contract has been advertised as being available for public sector bodies to utilise and that the procurement process has been satisfactorily conducted in accordance with procurement legislation.Accordingly, having read this report and having considered such information as has been provided at the time of being asked to express this view, the Director of Legal & Compliance Services is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.
8. Equality Implications
   No equality implications are perceived
9. Public Access to information
   The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

   Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the

   Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted. Information in Part 2 will not be published.

   Is there a Part 2 to this Notice – NO