Common use of Community Benefits Clause in Contracts

Community Benefits. 41.1 The Authority is committed to contributing to the social, economic & environmental well-being of the people of Scotland. The Scottish Government’s strategic objectives underpin its core purpose to create a more successful country, with opportunities for all of Scotland to flourish, through increasing sustainable economic growth. 41.2 In delivering the Framework, the Contractor(s) will be responsible for taking into account social, economic and environmental factors designed to maximise the involvement of the wider community. The Contractor(s) will work with the Authority and Framework Public Bodies to maximise the value of Community Benefits delivered through the Framework including but not limited to: • Targeted recruitment and training opportunities; • Educational benefits to communities, including working closely with educational institutions to provide work experience opportunities, work placements, and supporting other learning, skills, digital accessibility and career development initiatives. • Contribution to the delivery of community and charity projects and schemes • Provision of sub-contracting supply chain opportunities for SMEs, third sector social enterprises and supported businesses, including advertising sub-contracting opportunities on Contracts Finder. 41.3 The Contractor(s) will be required to report progress with regard to these matters as part of its reporting obligations 42.1 The Scottish Public Sector is committed to the delivery of high quality public services, and recognises that this is critically dependent on a workforce which is well-rewarded, well- motivated, well-led, has access to appropriate opportunities for training and development, is diverse and inclusive, and can influence decision making. These factors are also important for workforce recruitment and retention, and thus continuity of service delivery. 42.2 Public bodies in Scotland are committed to applying Fair Work First in their own organisation and in publicly funded supply chains. Fair Work First is the Scottish Government’s policy for driving good quality and fair work in Scotland. Through this approach, the Scottish Government, and its public sector partners, are asking bidders to describe how they are committed to adopting Fair Work First: • appropriate channels for effective voice, such as trade union recognition • investment in workforce development • no inappropriate use of zero hours contracts • action to tackle the gender pay gap and create a more diverse and inclusive workplace • providing fair pay for workers (for example, payment of the real Living Wage) • offer flexible and family friendly working practices for all workers from day one of employment • oppose the use of fire and rehire practices 42.3 In order to ensure the highest standards of service quality we expect suppliers to commit to adopting Fair Work First in the delivery of this contract as part of a fair and equitable employment and reward package as a route to progressing towards wider fair work practices set out in the Fair Work Framework 42.4 The Scottish Living Wage Accreditation Initiative and the Living Wage Foundation recognise and celebrate the responsible leadership shown by Living Wage Employers and support employers to incorporate the Living Wage into organisational structures long term. Suppliers are encouraged to obtain Living Wage Accreditation and to sign the Scottish Business Pledge 42.5 The Scottish Government recognises pay as a clear way that an employer can demonstrate a commitment to their workforce, helping tackle in-work poverty alongside wider Fair Work First criteria. We therefore require any workers engaged in the delivery of this framework agreement, and any subsequent call off contract, to be paid at least the real Living Wage. More information can be found at the link below: ANNEX A Key Performance Indicators (KPIs) and Service Levels will be utilised to monitor the performance of the framework on a quarterly basis. The Contractor(s) will be required to report against these KPIs in line with the Management Information requirements. The Authority reserves the right to conduct annual customer satisfaction reviews. The tables below provide KPIs and expected performance targets against which the Contractors’ performance will be measured throughout the duration of the Framework. The Authority reserves the right to request further audit and validation of Management Information submissions during the Framework period. Framework Utilisation Following initial migration increase the number of Framework Public Bodies utilising the framework. To be mutually agreed Complaints Complaints acknowledged within 24 hours Complaints resolved within 2 Working Days Complaints resolved within 10 Working Days Response metrics from the dedicated escalations mailbox will be provided as evidence to support this KPI 100% 98% 100% Continuous Improvement & Innovation Contractor(s) will work with the Scottish Procurement / Framework Public Bodies to map the full end-to-end supply chain and identify and prioritise supply chain initiatives throughout the life of the framework. In partnership we will drive down cost, improve the quality, efficiency, and/or contribute to the sustainability of that supply chain, including associated services under the terms of this framework. This is intended to include, but will not be restricted to: - Cost reduction initiatives To be identified and agreed in partnership (i.e. At least X number of improvement initiatives introduced per annum) - Supply chain efficiency initiatives - Demand management initiatives - Environmental initiatives - Technology or innovation related initiatives - Quality improvement initiatives. - Management Information quality and efficiency initiatives - Availability of on-line portal Management Information/KPI Reporting Contractor(s) to provide Management Information in electronic format (or make available online) to Scottish Procurement and a Framework Public Body (where requested). As detailed in section 21 of this document, reports to be made available on the 10th Working Day (at the latest) following the end of the relevant quarter, in the format required by Scottish Procurement (with the exception of FOI, FMQ, PQ & MCS requests). Order Fulfilment Line fulfilment of 98% in 5 Working Days for General Peripherals and 10 Working Days for all other product groups. 98% Replacement of Faulty and/or Damaged, or Incorrectly Delivered Goods The number of faulty, damaged or delivered in error orders. 99.5% of all products shipped to be free from defect and as specified in customer order. Faulty, damaged or delivered in error goods should be replaced within 48 hours. Returns and Collections Returns and collections requested replaced or uplifted by the Contractor(s) within 5 Working Days of notification from the Framework Public Body. 99.5% Response Time to General Requests Response from Dedicated Account Management Team. Up to 4 hour response Response Time for Order acknowledgements Response from Sales Order support Team to the Purchaser, acknowledging the Purchase Order. 4 hour response Payment Prompt payment of sub-contractors 100% within 30 calendar days. Where possible Framework Public Bodies will be encouraged to make prompt payment to Contractors, within 10 calendar days. Sustainability The Contractor(s) will work with Scottish Procurement and/or Framework Public Bodies to contribute to, and improve the sustainability of the supply chain. This is intended to include, but will not be restricted to: - Labour standards, working conditions and child labour within the supply chain: - Setting policy, Objectives and Targets; - Providing names of suppliers within the supply chain and any changes; - Implementing Continual Improvement Programmes - Monitoring and Reporting performance; - Conducting Audits undertaken (against appropriate standards e.g. ETI Base Code, SEDEX or equivalent) - Undertaking Corrective Actions & Review; - Adopting Environmental initiatives, such as: - Carbon reduction; - Circular economy outcomes, such as re-use or re- conditioning; - Packaging and waste minimisation - Community benefits delivered as a result of this Framework Agreement - Policy and continual improvement programme regarding conflict minerals To be identified and agreed in partnership. Price Competitiveness The Contractor(s) must clearly demonstrate on a monthly basis that pricing applied is equal to or better than prices available elsewhere in the market. 100% of top 100 items by both value and volume sold in the previous quarter are equal to or better than pricing available elsewhere. Open Book Accounting On a quarterly basis, the Contractor(s) must detail to the Authority all costs associated with the delivery of the framework and demonstrate how those costs deliver value for money for the Scottish public sector. Full details disclosed on cost prices, mark-up, associated services and delivery charges are equal to, or do not exceed, the actual costs incurred. The Contractor(s) must be able to provide the following reports: Supply chain Transparency & Sustainability balanced score card Annually, as agreed with the Authority Slavery and Human Trafficking Annually, as agreed with the Authority Benefit Tracker detail i.e. spend value per Framework Public Body. 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority Balanced Scorecard, including Performance against Key Performance Indicators and Community Benefits 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority Sustainability Report containing the following information. • Future Supply Chain audit programme. • Outcome of supply chain audit activities including details of any corrective action plans put in place. • Progress against corrective action plans previously agreed Annually, as agreed with the Authority Complaints and Outcomes Report 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority For Lot 2: Mini-competition opportunities published (organisation name, tender return date, Price : Quality ratio (PQR) 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority

Community Benefits. 41.1 43.1 The Authority is committed to contributing to the social, economic & environmental well-being of the people of Scotland. The Scottish Government’s strategic objectives underpin its core purpose to create a more successful country, with opportunities for all of Scotland to flourish, through increasing sustainable economic growth. 41.2 43.2 In delivering the Framework, the Contractor(s) will be responsible for taking into account social, economic and environmental factors designed to maximise the involvement of the wider community. The Contractor(s) will work with the Authority and Framework Public Bodies to maximise the value of Community Benefits delivered through the Framework including but not limited to: • Targeted recruitment and training opportunities; • Educational benefits to communities, including working closely with educational institutions to provide work experience opportunities, work placements, and supporting other learning, skills, digital accessibility and career development initiatives. • Contribution to the delivery of community and charity projects and schemes • Provision of sub-contracting supply chain opportunities for SMEs, third sector social enterprises and supported businesses, including advertising sub-contracting opportunities on Contracts Finder. 41.3 43.3 The Contractor(s) will be required to report progress with regard to these matters as part of its reporting obligations 42.1 44.1 The Scottish Public Sector is committed to the delivery of high quality public services, and recognises that this is critically dependent on a workforce which is well-rewarded, well- motivated, well-led, has access to appropriate opportunities for training and development, is diverse and inclusive, and can influence decision making. These factors are also important for workforce recruitment and retention, and thus continuity of service delivery. 42.2 44.2 Public bodies in Scotland are committed to applying Fair Work First in their own organisation and in publicly funded supply chains. Fair Work First is the Scottish Government’s policy for driving good quality and fair work in Scotland. Through this approach, the Scottish Government, and its public sector partners, are asking bidders to describe how they are committed to adopting Fair Work First: • appropriate channels for effective voice, such as trade union recognition • investment in workforce development • no inappropriate use of zero hours contracts • action to tackle the gender pay gap and create a more diverse and inclusive workplace • providing fair pay for workers (for example, payment of the real Living Wage) • offer flexible and family friendly working practices for all workers from day one of employment • oppose the use of fire and rehire practices 42.3 practices 44.3 In order to ensure the highest standards of service quality we expect suppliers to commit to adopting Fair Work First in the delivery of this contract as part of a fair and equitable employment and reward package as a route to progressing towards wider fair work practices set out in the Fair Work Framework 42.4 44.4 The Scottish Living Wage Accreditation Initiative and the Living Wage Foundation recognise and celebrate the responsible leadership shown by Living Wage Employers and support employers to incorporate the Living Wage into organisational structures long term. Suppliers are encouraged to obtain Living Wage Accreditation and to sign the Scottish Business Pledge 42.5 44.5 The Scottish Government recognises pay as a clear way that an employer can demonstrate a commitment to their workforce, helping tackle in-work poverty alongside wider Fair Work First criteria. We therefore require any workers engaged in the delivery of this framework agreement, and any subsequent call off contract, to be paid at least the real Living Wage. More information can be found at the link below: ANNEX A Key Performance Indicators : 00.0 Xxxxxxxx Xxxxxxxxx (KPIsthrough the eCommerce Shared Service) have introduced and Service Levels will be utilised are aspiring to monitor the performance reach a level of the framework on a quarterly basis100% eInvoicing. The Contractor(s) will shall be required to report against these KPIs in line work with the Management Information requirementsAuthority and Framework Public Bodies in implementation and roll-out of eInvoicing during the lifetime of the Framework Agreement. 45.2 A number of public sector organisations use systems managed by the Scottish Government eCommerce Shared Service. The Authority reserves Further information regarding the right to conduct annual customer satisfaction reviews. The tables below provide KPIs eCommerce Shared Service and expected performance targets against which the Contractors’ performance will solutions they manage can be measured throughout found at: 45.3 Throughout the duration of the Framework. , the Contractor(s) will continue to provide a range of P2P options and solutions including but not limited to the following: • eCatalogue • Punch-Out • Non-Catalogue • Embedded Purchase Card • Consolidated Electronic Invoices • Electronic Invoices 45.4 The Authority reserves the right to request further audit and validation of Management Information submissions during the Framework period. Framework Utilisation Following initial migration increase the number of Framework Public Bodies utilising the framework. To be mutually agreed Complaints Complaints acknowledged within 24 hours Complaints resolved within 2 Working Days Complaints resolved within 10 Working Days Response metrics from the dedicated escalations mailbox will be provided as evidence to support this KPI 100% 98% 100% Continuous Improvement & Innovation Contractor(s) will work with the Scottish Procurement / Authority and Framework Public Bodies to map in the full end-to-end supply chain and identify and prioritise supply chain initiatives throughout the life promotion of the framework. In partnership we will drive down cost, improve the quality, efficiency, and/or contribute process efficiencies. 45.5 Due to the sustainability of that supply chain, including associated services under the terms nature of this framework. This is intended to includecollaborative procurement, but will not be restricted to: - Cost reduction initiatives To be identified and agreed in partnership (i.e. At least X number of improvement initiatives introduced per annum) - Supply chain efficiency initiatives - Demand management initiatives - Environmental initiatives - Technology or innovation related initiatives - Quality improvement initiatives. - Management Information quality and efficiency initiatives - Availability of on-line portal Management Information/KPI Reporting Contractor(s) to provide Management Information in electronic format (or make available online) to Scottish Procurement and a Framework Public Body (where requested). As detailed in section 21 of this document, reports to be made available on the 10th Working Day (at the latest) following the end of the relevant quarter, in the format required by Scottish Procurement (with the exception of FOI, FMQ, PQ & MCS requests). Order Fulfilment Line fulfilment of 98% in 5 Working Days for General Peripherals and 10 Working Days for all other product groups. 98% Replacement of Faulty and/or Damaged, or Incorrectly Delivered Goods The number of faulty, damaged or delivered in error orders. 99.5% of all products shipped to be free from defect and as specified in customer order. Faulty, damaged or delivered in error goods should be replaced within 48 hours. Returns and Collections Returns and collections requested replaced or uplifted by the Contractor(s) within 5 Working Days of notification from the Framework Public Body. 99.5% Response Time to General Requests Response from Dedicated Account Management Team. Up to 4 hour response Response Time for Order acknowledgements Response from Sales Order support Team to the Purchaser, acknowledging the Purchase Order. 4 hour response Payment Prompt payment of sub-contractors 100% within 30 calendar days. Where possible Framework Public Bodies will be encouraged to make prompt payment to Contractors, within 10 calendar daysare at different stages of automation. Sustainability The Contractor(s) will work with Scottish Procurement and/or Framework Public Bodies to contribute to, and improve the sustainability of the supply chain. This is intended to include, but will not be restricted to: - Labour standards, working conditions and child labour within the supply chain: - Setting policy, Objectives and Targets; - Providing names of suppliers within the supply chain and any changes; - Implementing Continual Improvement Programmes - Monitoring and Reporting performance; - Conducting Audits undertaken (against appropriate standards e.g. ETI Base Code, SEDEX or equivalent) - Undertaking Corrective Actions & Review; - Adopting Environmental initiatives, such as: - Carbon reduction; - Circular economy outcomes, such as re-use or re- conditioning; - Packaging and waste minimisation - Community benefits delivered as a result of this Framework Agreement - Policy and continual improvement programme regarding conflict minerals To be identified and agreed in partnership. Price Competitiveness The Contractor(s) must clearly demonstrate on a monthly basis that pricing applied is equal to or better than prices available elsewhere in the market. 100% of top 100 items by both value and volume sold in the previous quarter are equal to or better than pricing available elsewhere. Open Book Accounting On a quarterly basisAccordingly, the Contractor(s) must detail to the Authority all costs associated with the delivery of the framework and demonstrate how those costs deliver value for money for the Scottish public sector. Full details disclosed on cost prices, mark-up, associated services and delivery charges are equal to, or do not exceed, the actual costs incurred. The Contractor(s) must be able to provide ‘traditional’ forms of communication, such as, orders via telephone and paper. 45.6 Scottish Ministers (through the following reports: Supply chain Transparency & Sustainability balanced score card Annually, as agreed eCommerce Shared Service) have introduced and are aspiring to reach a level of 100% eInvoicing. The Contractor(s) shall be required to work with the Authority Slavery and Human Trafficking Annually, as agreed with the Authority Benefit Tracker detail i.e. spend value per Framework Public Body. 10 Working Days after Bodies in implementation and roll-out of eInvoicing during the end lifetime of each quarter, unless otherwise agreed with the Authority Balanced Scorecard, including Performance against Key Performance Indicators and Community Benefits 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority Sustainability Report containing the following information. • Future Supply Chain audit programme. • Outcome of supply chain audit activities including details of any corrective action plans put in place. • Progress against corrective action plans previously agreed Annually, as agreed with the Authority Complaints and Outcomes Report 10 Working Days after the end of each quarter, unless otherwise agreed with the Authority For Lot 2: Mini-competition opportunities published (organisation name, tender return date, Price : Quality ratio (PQR) 10 Working Days after the end of each quarter, unless otherwise agreed with the AuthorityFramework Agreement.