Protocol for ordering pre- printed envelopes for Postal Contract with Whistl

This contract isCollaboration Energy and Fleet

managed by: Central Procurement Directorate

Supplies and Services Division

303 Airport Road West

BELFAST

BT3 9ED

Tel No: (028) 9081 6208

Email:

Contents

1 Background

2 Contract period

3Process for ordering pre-printed envelopes

4New user’s on–boarding process

5Cost information

1. Background

CPD have established arrangement for ordering pre-printed envelopes viathe Banner Desktop Office Stationery – RM3723 Lot 1 contract[1].

2. Contract period

Start Date:

The CCS framework commenced on the 31 March 2016. NI Public Sector users will be able to avail of the contract from the date upon which the sign-up process is completed with them, thus creating a contract between the supplier and the relevant Contracting Authority.

End Date:

All call-off contracts established under the framework will expire on the 31 March 2019, in line with the CCS framework.

Details of options to extend:

CCS has the option to extend the framework agreement for a further period of 12 months. Once CCS confirm that the arrangement has been extended each call-off contract will require extending.

3. Process for ordering pre-printed envelopes

Account NI Users
For these users, the punch-out catalogue functionality is available – this will provide access to pre-printed envelopes to users through this agreement.
When ordering pre-printed envelopes, the client must create a Purchase Order (PO) on Account NI, and then forward a completed template for the required envelopes to or contact Jason Ritchie on 08435383310.

* Please note when creating a Purchase Order (PO) on Account NI ensure the PO is no more than 32 characters per line, max 4 lines and postcode is on the last line. If this is not completed then the order will fail*
When ordering pre-printed envelopes, users should complete the pre-printed address template with the return address (the best practice would be to have a PO box, or use your address with no reference to your business area or department).
The address should be checked before the order is placed with Banner, as the department would be liable for the costs from this point, unless a printer error occurs. The return address should contain no more than 32 characters per line, max of 4 lines and postcode must be on the last line.
When forwarding the template, please ensure that you quote the relevant PO order number.
The respective Account NI punch out codes for pre-printed envelopes are detailed in this spreadsheet:

Banner will acknowledge receipt of your order. The delivery timeframe for the envelopes is 6 to 8 working days.
Non-Account NI Users
When ordering pre-printed envelopes, the client must create a Purchase Order (PO) and then forward the attached completed template to , or contact Jason Ritchie on 08435 383310.

* Please note when creating a Purchase Order (PO) on Account NI ensure the PO is no more than 32 characters per line, max 4 lines and postcode is on the last line. If this is not completed then the order will fail*
When ordering pre -printed envelopes, users should complete the pre-printed address template with the return address (best practice would be to have a PO box or to use your address with no reference to your business or department.)
The address should be checked before order placed with Banner (the return address should include no more than 32 characters per line, max 4 lines and postcode must be on the last line.) The department would be liable for the costs from this point, unless a printer error occurs.
The respective codes for pre-printed envelopes are detailed in the attached spreadsheet:

When forwarding the template please ensure that you quote the relevant PO order number.
Banner will acknowledge receipt of your order. The delivery timeframe for the envelopes is 6 to 8 working days.

4.New user’son–boarding process

Clients wishing to order pre-printed envelopes must contract with Banner via the Office Stationery contract for the provision of these envelopes.

Details of the on-boarding process for the stationery contract are available here:

5. Cost information

Those wishing to receive a copy of the pricing for pre-printed envelopes must complete the ‘Non-disclosure agreement –Pre-Printed envelopes’ and return it, along with the Banner Account Set up formto CPD. CPD will then forward a copy of the file to the requestor.

Please note this information is commercially sensitive and must be treated as such by the recipient.

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