Contract for Managed Print Services (Defra)

Department for the Environment, Food and Rural Affairs
17 Nobel House
London
SW1P 3JR
United Kingdom
Contact person: Jeffrey Bunting
Telephone: +44 7760474155
E-mail: Jeff.Bunting@environment-agency.gov.uk
NUTS code: UK

Internet address(es):Main address: https://www.gov.uk/government/organisations/department-for-environment-food-rural-affairs

Address of the buyer profile: https://www.gov.uk/government/organisations/department-for-environment-food-rural-affairs

The contract is awarded by a central purchasing body

Access to the procurement documents is restricted. Further information can be obtained at:https://defra.bravosolution.co.uk/web/login.html

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via:https://defra.bravosolution.co.uk/web/login.html

Tenders or requests to participate must be submitted to the abovementioned address

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

Environment

Defra – UnITy Programme – Managed Print Services.

Services

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.

Value excluding VAT: 11 900 000.00 GBP

This contract is divided into lots: no

NUTS code: UK

Main site or place of performance:

371 sites in England.

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.

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 %

Value excluding VAT: 11 900 000.00 GBP

Duration in months: 60

This contract is subject to renewal: yes

Description of renewals:

2 x 12 month extensions at the discretion of Defra.

Envisaged number of candidates: 4

Variants will be accepted: no

Options: no

The procurement is related to a project and/or programme financed by European Union funds: no

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.

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.

Competitive procedure with negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

The procurement is covered by the Government Procurement Agreement: yes

Date: 23/01/2017

Local time: 11:00

Date: 13/02/2017

English

Duration in months: 12 (from the date stated for receipt of tender)

This is a recurrent procurement: no

Electronic invoicing will be accepted

Electronic payment will be used

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.

Royal Courts of Justice
London
WC1A 2LL
United Kingdom

04/01/2017