Decision details

The previous contract for the supply of Domestic and Commercial Plumbing and Heating Materials expired on 30 December 2022.
A new contract is required to ensure continuity of supply of Plumbing and Heating Materials and to ensure that Doncaster Council is complying with the Public Procurement Regulations and achieving best value for money.
Carrying out a further competition through the YPO framework will allow Doncaster Council to set out its specific requirements in terms of materials required and the service required. It provides a relatively quick route to market, minimising non-contracted and non-compliant spend.
The YPO is a tried and tested framework provider for Doncaster Council.
Appointing a single contracted supplier for plumbing and heating materials deliveries and collections will provide economies of scale and allow Doncaster Council to leverage the most competitive price from the suppliers. The estimated contract value of £3,000,000 will provide an attractive proposition for the suppliers on the framework. It provides a relatively simple tendering process for Doncaster Council and the suppliers on the framework with one bid required on YORtender and one bid for Social Value through the Social Value Portal.
A single supplier will allow efficient ordering of the majority of Doncaster Council’s Plumbing and Heating materials, minimise the number of deliveries each week to stores and allow for effective
contract management and supplier relationship management.
Prices will be fixed for 12 months with an annual revision based on the annual change in the Office of National Statistics CPI Index 00 published 2 calendar months prior to the anniversary date of the contract. This will give some certainty of costs year on year with prices being increased or decreased as appropriate.

To carry out a mini competition through the YPO Plumbing and Heating Framework –
Framework reference 972. A single supplier will be appointed for stock and non-stock deliveries and collections of domestic and commercial plumbing and heating materials. The contract will be for an initial period of 2 years with 3 optional extensions of 12 months, ie 2+1+1+1.

ALTERNATIVE OPTIONS CONSIDERED AND REJECTED
3 other options were considered as follows:-
Option 2 – Appoint a single supplier through a framework for delivery of stock and non-stock items. Appoint multiple suppliers through a framework for collections across pre-determined areas of the Doncaster Borough.
Option 3 – Appoint a single supplier through a framework for delivery of stock items. Appoint a framework of suppliers through an open competitive process for non-stock deliveries and collections.
Option 4 – Appoint a single supplier for delivery of stock items and a framework of suppliers for non-stock delivery and collections through an open competition.
These options were rejected for the following reasons:-
-Difficulty of identification of contract values
-Reduced attractiveness of contract for suppliers
-Complex tendering and evaluation process
-Inefficiency of contract management and supplier relationship management
-Inefficiency of ordering and delivery process
-Timescales for the procurement process.