Office Machines- Repair and Maintenance

HMRC have identified a requirement for an external provider to assist with office machinery maintenance and repair. The requirement will consist of:

1. Ad hoc call outs for the repair of shredders/hole punchers/projectors, etc.
2. Planned preventative maintenance for larger ageing machines such as mailroom equipment;
3. Potentially the sale of fax machines and shredders
4. Disposal of any machines no longer needed

Depending on the nature of the equipment, the supplier must be able to provide the service by arranging for service engineers to either:

• (a)make site visits to maintain/repair equipment at any of the Client's sites throughout the UK (inc. Northern Ireland); or
• (b)maintain/repair items in a workshop environment, using a postal/courier service for collection and return of equipment from the Client.

HMRC currently have 170 offices situated across the United Kingdom, including Northern Ireland. These offices all contain office machinery such as Shredders, Hole Punchers, Projectors and Fax Machines, which require maintenance and servicing, ranging from a simple fix to a broken Hole Puncher to a Fax Machine which may need repairing.

Over the next five years HMRC will be working to rationalise its estate moving from 170 individual offices to 13 Regional Centres, therefore the need for these services is likely to diminish over that period until all the Regional Centres are fully functioning when the need for the service will end completely.

HMRC use an HMRC version of SAP Ariba Sourcing. Suppliers using HMRCs Ariba for the first time, will need to register at: http://hmrc.supplier-eu.ariba.com/ad/register/SSOActions?type=full You may need to cut and paste the web address directly into your web browser.

As part of the registration process you will receive a system generated email asking you to activate your SAP Ariba supplier account by verifying your email address. Once you have completed the activation process you will receive a further email by return confirming the 'registration process is now complete' and providing you with 'your organisation's account ID' number.

If an email response from HMRC is not received within one working day of your request, please re-contact sapariba.hmrcsupport@hmrc.gsi.gov.uk (after first checking your spam in-box) notifying non-receipt and confirming when your registration request was first made.

Once you have obtained 'your organization's account ID' number, please email jordan.warran@hmrc.gsi.gov.uk with your account ID number.

Once you have complied with the foregoing you will receive an e-mail confirming access to the procurement event.

Further information about HMRC's procurement tool SAP Ariba, a Suppliers Guide and general information about supplying to HMRC is available on the HMRC website: www.hmrc.gov.uk/about/supplying.htm

If you have already registered on SAP Ariba then you may also need to re-register on HMRC's SAP Ariba in order to be added to the event.