Contract for Managed Print Services (Defra)

Contract for Managed Print Services (Defra)

Defra – UnITy Programme – Managed Print Services.

United Kingdom-London: Printing services

2017/S 005-006813

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Department for the Environment, Food and Rural Affairs
17 Nobel House
United Kingdom
Contact person: Jeffrey Bunting
Telephone: +44 7760474155
NUTS code: UK

I.2)Joint procurement

The contract is awarded by a central purchasing body


Access to the procurement documents is restricted. Further information can be obtained at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Defra – UnITy Programme – Managed Print Services.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

This contract is for the delivery of Managed Print Services. The contract will replace existing managed print services which are delivered by 2 separate service suppliers to the Environment Agency and Defra. The contract is for the provision of multi-functional printing devices, the maintenance of those devices and services which allow end users to print, fax and scan using those devices. The initial recipients of the services will be the Core Defra group (Defra, Natural England, The Environment Agency, The Rural Payments Agency, Marine Management Organisation and The Animal and Plant Health Agency). Other organisations in the Defra Group may opt to receive services during the term of the contract. The services will be provided in the service recipients’ offices in the UK.

II.1.5)Estimated total value

Value excluding VAT: 11 900 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UK
Main site or place of performance:

371 sites in England.

II.2.4)Description of the procurement:

The Managed Print Service will be provided to Defra and other organisations in the Core Defra Group (Natural England, The Environment Agency, The Rural Payments Agency, Marine Management Organisation and The Animal and Plant Health Agency). The following Defra Group organisations may opt to receive services during the term of the contract:

— Forestry Commission;

— The Water Services Regulation Authority;

— Centre for Environment, Fisheries and Aquaculture Science;

— Veterinary Medicines Directorate;

— Agriculture and Horticulture Development Board;

— Board of Trustees of the Royal Botanic Gardens Kew;

— Consumer Council for Water;

— Joint Nature Conservation Committee;

— North York Moors National Park Authority;

— Northumberland National Park Authority;

— Peak District National Park Authority;

— South Downs National Park Authority;

— UK Coordinating Body;

— Yorkshire Dales National Park Authority;

— National Forest Company;

— Sea Fish Industry Authority;

— Advisory Committee on Releases to the Environment;

— Independent Agricultural Appeals Panel;

— Science Advisory Council;

— Veterinary Products Committee;

— Plant Varieties and Seeds Tribunal;

— Broads Authority;

— Covent Garden Market Authority;

— Dartmoor National Park Authority;

— Drinking Water Inspectorate;

— Exmoor National Park Authority;

— Lake District National Park Authority;

— New Forest National Park Authority.

The supplier will be required to provide the following:

— Multi-functional devices (including photocopying, scanning and faxing);

— Print-only devices;

— Large format printers; and

— Specialist printing to media other than paper.

The current contracts deliver services to both Defra and the Environment Agency across 371 sites in the UK, of which 161 are offices, 131 stores or depots and the remainder a mixture of low print-useage facilities. Currently print volumes across the two providers are in the region of 3 400 000 black and white sheets per month and 1 900 000 colour sheets per month but the expectation is that these figures will reduce during the period of the proposed Contract via supplier-led initiatives.

The service is to be made available to 21 000 staff across the UK.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Commercial / Weighting: 9 %
Quality criterion – Name: Service Design and Operation / Weighting: 24 %
Quality criterion – Name: Implementation / Weighting: 21 %
Quality criterion – Name: Sustainability / Weighting: 6 %
Quality criterion – Name: Price / Weighting: 40 %
Cost criterion – Name: Baseline (expected) scenario / Weighting: 55 %
Cost criterion – Name: As-Is Scenario / Weighting: 15 %
Cost criterion – Name: Low utilisation Scenario / Weighting: 30 %

II.2.6)Estimated value

Value excluding VAT: 11 900 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

2 x 12 month extensions at the discretion of Defra.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 4

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Selection criteria as stated in the procurement documents. List and brief description of selection criteria: minimum turnover of 100 % of the proposed contract value; Financial standing of Standard and Poor grade 2; Public Liability Insurance to 2 000 000 GBP per event; Professional Indemnity Insurance of 1 000 000 GBP per event.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Selection criteria as stated in the Procurement documents List and brief description of selection criteria:

Service Coverage, Service Operation, Service Management, Implementation Management, Printing Solution, Continual Service Improvement, Environmental Management Measures.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 23/01/2017
Local time: 11:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 13/02/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 12 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The estimated total value is based on the estimated value of providing the services to Defra and the Environment Agency (11 290 000 GBP) for an 84-month term. That figure has been increased to reflect the possibility that a number of other Defra Group organisations will opt to receive services during the term of the contract taking the total to 11 900 000 GBP. If other Defra Group organisations do opt to receive services, the supplier will be required to provide services at other sites in the UK.

VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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