ID1332848 Specification of Requirement

The Supply, Delivery, Siting and Installation of up to 4 Combi-Type Milling Machines for NRC

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CONTENTS

  1. INTRODUCTION & BACKGROUND
  2. CONTRACT SCOPE
  3. MANDATORY REQUIREMENTS
  4. SERVICE LEVELS & KEY PERFORMANCE INDICATORS
  5. CONTRACTMANAGEMENT
  6. SUSTAINABILITY
  7. CONTRACT PERIOD

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  1. Introduction & Background

Northern Regional College (NRC) is seeking to appoint a Contractor for the Supply, Delivery, Siting and Installation of up to 4 Combi-Type Milling Machines. 3 machines are to be delivered to NRC Farm Lodge Buildings, Ballymena, BT43 7DF and 1 to be delivered to NRC Newtownabbey Building, 400 Shore Road, Newtownabbey, BT37 9RS.

CPD nor the Authority can provide any guarantee as to the level of business under this Contract.

NRC is a College of Further and Higher Education, in Northern Ireland with campuses serving theMid and East Antrim Borough Council, Causeway Coast and Glens Borough Council, Antrim and Newtownabbey Borough Council and Mid Ulster District Council. The College provides a wide range of education and training courses to a student population in excess of15000.

  1. Contract Scope

NRC requires 4 Combi-Type Milling Machines for use by students from Engineering & Built Environment.

  1. Mandatory Requirement

The supply and delivery of the 4 Combi-Type Milling Machinesmust meet the following mandatory requirements:

MR Number / Mandatory Requirement
Combi-Type Milling Machines
MR1 / Machines must be suitable for use by manual operation or programmed operation
MR2 / Machines must be of industrial quality (CE marked)
MR3 / Machines must be a “bed mill” design i.e. not a knee type of milling machine
MR4 / Machines must have a Digital Readout Facility
MR5 / Machines must have the ability to read in AutoCAD DXF files to assist with programming
MR6 / Machines must have the facility for programming features at the control panel. As a minimum the machines must have Pitch Circle Diameters for drilling and tapping and the ability to create simple Line and Arc profiles.
MR7 / Machines must be capable of running ISO/EIA G Code programs
MR8 / Machines must have the facility to step forwards and backwards through a program
MR9 / A Graphics verification facility must be included on the control panel
MR10 / Spindle Motor: Minimum: 3 HP (2.2 Kw)
MR11 / Spindle Speed Range: 50rpm to 3500 rpm
MR12 / Table Width: 225mm to 360mm
MR13 / Table Length: 1200mm to 1500mm
MR14 / X Axis Travel:750mm minimum to 1000mm maximum
MR15 / Y Axis Travel:350mm minimum to 600mm maximum
MR16 / Z Axis Travel:500mm minimum to 600mm maximum
MR17 / Table Load: 500kg minimum
MR18 / Head tilting facility: ±45º
MR19 / Drawbar: Air powered
MR20 / Spindle: ISO 30 Spindle Taper
Other Accessories must comprise off:
MR20 / Machines must have a Coolant pump
MR21 / Machines must have an adjustable work light
MR22 / Machines must have an automatic lubrication
MR23 / Machines must have a ballscrew slide ways
MR24 / Machines must have an Interlock Guard
Tooling Packagemust comprise of:
MR25 / 2 x ER25 Collet Chucks
MR26 / 1 set of ER25 Collet Set 2mm -16mm (1mm increments)
MR27 / 1 x C Spanner for ER25 Chucks
MR28 / 1 x Facemill Adaptor (22mm spigot)
MR29 / 1 x Facemill Adaptor (16mm spigot)
MR30 / 1 x Sidelock Adaptor (10mm bore)
MR31 / 1 x Sidelock Adaptor (12mm bore)
MR32 / 2 x Jacob’s Type Chuck Adaptor
MR33 / 2 x Keyless Jacob’s Type Chuck
MR34 / 1 x 45º Facemill (22mm mount)
MR35 / 30 Replacement inserts for above MR34
MR36 / 1 x 90º Shoulder Mill (16mm mount)
MR37 / 30 Replacement inserts for MR36
Work Holding Package
MR38 / 3 x 6 inch Swivel Base Machine Vice
Delivery, Installation & Commissioning:
MR39 / 3 machines are to be delivered to:NRC Farm Lodge Buildings, Ballymena, BT43 7DF
1 machines is to be delivered to: NRC Newtownabbey Building, 400 Shore Road, Newtownabbey, BT37 9RS.
MR40 / Installation & Commissioning of Equipment by the 30th March 2018 following written order confirmation and clarification of all necessary technical details.
Warranty / Servicing & Training:
MR41 / Tenderers must provide a 2 year warranty to include an annual scheduled service, parts and labour
year 3 scheduled service to include parts and labour
year 4 scheduled service to include parts and labour
year 5 scheduled service to include parts and labour
MR42 / 2 Days Onsite training provided by the Contractor for a maximum of 2 staff atNRC Farm Lodge Buildings, Ballymena, BT43 7DF
Product Recall:
MR43 / In the event of the goods being recalled, initiated by the manufacturer of the goods, the Contractor shall, without delay and at its own expense, arrange for the collection of such goods and credit NRC for any goods delivered but unused by NRC including part used packs.
Brochure/ Technical Specification
MR44 / A brochure/technical specification must be provided which demonstrates that the equipment offered complies with all the technical mandatory requirements 1 to 38.

Delivery Including Times and Locations

The Contractor must be able to meet delivery period of 30 March 2018.

  • The Contractor must complete orders in full as set out in the Purchase Order and not in multiple deliveries unless otherwise agreed by the Parties under exceptional circumstances.
  • Deliveries to NRC locations must be made by the Contractor between the times specified in the table below and must be strictly adhered to, unless otherwise agreed by the Parties under exceptional circumstances;

CAMPUS LOCATION / DELIVERY TIMES / Designated Point
Farm Lodge Building, Ballymena, Co Antrim BT43 7DF (3 machines) / Mon to Fri
0900- 1700 / FLC13 Workshop
Newtownabbey Building, 400 Shore Road, Newtownabbey BT37 9RS / Mon to Fri
0900-1700 / Mechanical Workshop
  • Due to operational requirements and rostering of staff, deliveries to the various locations mustbe made during the delivery times stated above and mustbe strictly adhered to, unless otherwise agreed by the parties under exceptional circumstances;
  • Failure to comply with above will result in refusal to admit the vehicle and/or the rejection of the order;
  • It should be noted that many locations need proof of identity to be produced before access to the site is permitted. The Contractor should ensure that all relevant personnel have such proof of identity available should it be required;
  • All orders must be supplied with a delivery docket detailing the actual quantities being delivered; this must match the details of the order that was placed so that the order can be receipted correctly for payment purposes. Failure to do this may result in payment being delayed to the Contractor. No goods shall be accepted without an official order number. A signature must be obtained from the person receiving the goods and a copy retained by the delivery driver for the supplier.
  • The signed docket confirms receipt of a delivery only and does not constitute receipt of a complete order. NRC staff reserve the right to contact the Contractor within 48 hours of receipt of a delivery to report discrepancies and/or damages.
  • If a delivery is made to a campus other than that named on the purchase order (not delivery note), it will be the responsibility of the Contractorto arrange onward transportation at its own expense.
  1. Service Levels and Key Performance Indicators (KPIs)

QUALITY MANAGEMENT SYSTEMS

The Contractor must ensure that they comply with the following KPIs:-

  • Full records of procurement, storage and distribution to NRC nominated points of delivery shall be maintained and shall be available to NRC on demand;
  • Preparation and processing procedures, procurement storage and distribution may be subject to approval, inspection and auditing by the Client;
  • There must be relevant and existing quality standards and procedures in place including, staff training and Health and Safety etc.

WRAPPING AND PACKAGING

  • All wrapping and packaging must be sufficiently robust to protect the product and to withstand multiple handling and maintain the storage life when handled in accordance with the manufacturer’s instructions;
  • If requested by NRC staff within each location, the Contractor must be prepared to package goods separately even where multiple orders are being delivered to a single address at the same time.
  1. Contract Management
  • The Contractor must have a designated Contract Manager and dedicated personnel in key areas to liaise and communicate with the Clients staff, i.e. orders, deliveries, invoicing and credit notes, complaints and queries;
  • The Contractor must also have quality control procedures and Key Performance Indicators (KPI’s) in place to ensure that the standard of service and quality of products delivered will be measured and overall contract performance achieved;
  • The Contractor must have an effective and efficient complaints procedure and escalation process in place to resolve any issues which may arise throughout the life of this contract.

Orders

  • Orders will be issued by the Finance Department. Each order will specify:-

Contract Reference;

Quantity of goods required;

Delivery address;

Invoice address

  • The order number must be quoted on all correspondence regarding the order including delivery notes and invoices.
  • The Contractor must have processes and procedures in place to ensure purchase orders (PO’s) are expedited promptly and accurately for delivery within the required timescale;

Invoicing/Credit Notes

  • Invoices must be pounds Sterling (GBP) and forwarded to the Finance Department at the address indicated on the purchase order;
  • Invoices must be submitted within seven days of each delivery and successful installation and commissioning.. The invoice shall specify:-
  1. PO Number;
  2. Details of and quantity of goods delivered and agreed contract price;

(Note: Separate charges relating to delivery, carriage and/or packaging or other miscellaneous costs will not be accepted under any circumstances);

  1. Delivery address.

Failure to provide this information on invoices may result in payment delay.

  • The Contractor will, within 5 days of notification, up-lift any disputed goods (i.e. incorrect or damaged);
  • Credit Notes must be issued for returned or incorrect/damaged goods within 5 working days of the return or uplift of the goods;
  • Credit Notes for incorrect Invoices must be issued within 5 working days of notification of any dispute to enable payment timescales to be met. Disputed invoices will be held until the dispute is either resolved or a credit note has been issued;
  • Payment will be made in accordance with the Conditions of Contract upon receipt of a valid invoice. NRC will endeavour to pay the Contractor within 30 days of a correctly submitted invoice.

Contingency Arrangements/Disaster Recovery Plan

  • The Contractor must have contingency arrangements/disaster recovery plan in place to ensure continuity of business in the event of breakdown or failure of vehicle, delivery, storage facilities, IT systems, or product supply chain.

Contractors Performance Assessment

  • During the Contract, the performance of the Contractor will be regularly monitored to ensure required standards are adhered to.
  • Annual Contract review meetings will take place with NRC representatives and the Contractor throughout the term of this Contract.
  • The Contractor will work with NRC to meet the Key Performance Indicators (KPI’s) below and continue to
  • identify improvement measurements throughout the life of the Contract:

Prompt Delivery/Adherence to Response Times;

Ease of Contact / Resolution of Queries;

Transportation and Unloading of Goods;

Packing / Protection of Goods/Prompt Replacement of Damaged Goods;

Suitability for Purpose;

Accuracy of Invoices / Standard of Documentation;

Invoices / Credit Notes /Contract Data Returned Fully & Promptly; and

Costs in line with tendered rates.

  1. Sustainability

Contractors in the supply chain must make every effort to reduce the use of wrapping and packaging materials whilst maintaining the integrity of the products and its fitness for purpose;

  1. Contract Period

It is anticipated that this Contract will commence on date of award for a duration of 2 years. The Client may at any time before the completion of the Contract Period invite the Contractor to agree to extend for any period up to and including 36 months commencing from the termination date of the original Contract Period.

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