Courier Services and Mailroom Equipment Framework

Courier Services and Mailroom Equipment Framework

The intention is to let a Postal Services and Courier Services and Mailroom Equipment Framework for use by the Public Sector in Wales.

United Kingdom-Caerphilly: Post and courier services

2016/S 028-045602

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): Corporate and Business Support Services
For the attention of: Gavin Lovell
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: NPScorporateservices@wales.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://npswales.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA27760

Electronic access to information: www.etenderwales.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services
Public order and safety
Environment
Economic and financial affairs
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Blaenau Gwent County Borough Council

Bridgend County Borough Council

Caerphilly County Borough Council

Cardiff Council

Carmarthenshire County Council

Ceredigion County Council

Conwy County Borough Council

Denbighshire County Council

Flintshire County Council

Gwynedd Council

Isle of Anglesey County Council

Merthyr Tydfil County Borough Council

Monmouthshire County Council

Neath Port Talbot County Borough Council

Newport City Council

Pembrokeshire County Council

Powys County Council

Rhondda Cynon Taf County Borough Council

City and County of Swansea Council

Torfaen County Borough Council

Wrexham County Borough Council

Welsh Government

ABM University Health Board

Aneurin Bevan Health Board

Betsi Cadwaladr Health Board

Cardiff and Vale University Health Board

Cwm Taf Health Board

Hywel Dda Health Board

Powys Health Board

Public Health Wales

Velindre

Welsh Ambulance Service Trust

NHS Wales Shared Services Partnership

Aberystwyth University

Bangor University

Cardiff MET University

Cardiff University

Glyndwr University

Swansea University

University of South Wales

University of Wales Trinity Saint David

University of Wales Registry

Bridgend College

Cardiff and Vale College

Coleg Cambria

Coleg Ceredigion

Coleg Gwent

Coleg Sir Gár

Coleg y Cymoedd

Gower College Swansea

Grwp Llandrillo Menai

NPTC Group

Pembrokeshire College

St David‘s Catholic College

The College Merthyr Tydfil

WEA Cymru

Dyfed Powys Police

Gwent Police

North Wales Police

South Wales Police

South Wales Fire and Rescue Service

Mid and West Wales Fire and Rescue Service

North Wales Fire and Rescue Service

National Assembly for Wales

National Museum of Wales

HEFCW

National Library for Wales

Arts Council of Wales

Care Council of Wales

Natural Resources Wales

Sport Wales

Local Democracy and Boundary Commission for Wales

Royal Commission on the Ancient and Historical Monuments of Wales

Aelwyd Housing Association

Bro Myrddin Housing Association

Bron Afon Community Housing

Cadwyn Housing Association

Cardiff Community Housing Association

Cartrefi Conwy

Cartrefi Cymunedol Gwynedd

Coastal Housing Group

Community Lives Consortium

CT Cantref

Cynon Taf Community Housing Group

Derwen Cymru

Family HA (Wales)

First Choice Housing Association

Grwp Cynefin

Grwp Gwalia Cyf

Hafan Cymru Carmarthen

Hafod Care Association

Hafod Housing Association

Hendre Group

Linc Cymru Housing Association

Melin Homes

Merthyr Tydfil Housing Association

Merthyr Valley Homes

Mid Wales HA

Monmouthshire HA

Newport City Homes

Newydd HA

North Wales Housing Association

NPT Homes

Pembrokeshire Housing

Pennaf Housing Group

RCT Homes

Rhondda Housing Association

Seren Group

Soroptomist Housing Association Carmarthen

Taff Housing Association

Tai Calon

Tai Ceredigion

Tai Cymdogaeth Cyf

United Welsh

Valleys 2 Coast

Wales and West Housing

BBC

Vale of Glamorgan Council

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Postal and Courier Services and Mailroom Equipment Framework.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: All Wales.

NUTS code UKL

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 150

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 30 000 000 and 50 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The intention is to let a Postal Services and Courier Services and Mailroom Equipment Framework for use by the Public Sector in Wales which is being conducted by the National Procurement Service (NPS). This framework agreement will be a multisupplier agreement with multi-technical Lots providing national coverage of Wales.
As a consequence of the Government of Wales Act 2006, the contracting party will be the Welsh Ministers. Any agreement that is established as a result of this procurement exercise will be managed by NPS.
It is anticipated that a significant number of public bodies in Wales and devolved government, may, if they wish to do so, utilise the Framework Agreement. Such organisations may include (but will not be limited to) central government departments, unitary authorities, NHS bodies, agencies, local and emergency authorities (police and fire), voluntary organisations and educational establishments.

The list of Welsh public sector organisations is detailed at: http://npswales.gov.uk/about-us/customer-member-organisations

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at:http://www.sell2wales.gov.uk/search/search_switch.aspx?ID=39888

II.1.6)Common procurement vocabulary (CPV)

64100000, 64120000, 64121000, 30144100, 30131400, 30131000, 30131100, 30131200, 30131300, 30131600, 30132000, 30132100, 30132300,30133000, 30133100, 64121100, 64121200, 64110000, 64112000, 64113000, 30131500

II.1.7)Information about Government Procurement Agreement (GPA)

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 30 000 000 and 50 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The agreement will be for a period of 3 years with an option to extend for a further period of up to 1 year.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 31.5.2016. Completion 30.5.2020

Information about lots

Lot No: 8 Lot title: Same Day National Courier (Zonal)

1)Short description

This Lot covers the collection of Parcels from the Customer National ‘Same Day’ service. Collection may be required from, and delivery to, a business address or a residential address, as required by the Customer.

2)Common procurement vocabulary (CPV)

64100000, 64120000, 64113000, 64121200

3)Quantity or scope

This Lot covers a range of flexible solutions, including but not limited to ad hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations and Deliveries outside of office hours. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 12 Lot title: Cycle Courier (Zonal)

1)Short description

This Lot covers the collection of documents and small Packages, up to 6kg, from the Customer for same day delivery within a specific local area within Wales.

2)Common procurement vocabulary (CPV)

64100000, 64120000, 64113000, 64121200

3)Quantity or scope

Cycle Courier Solutions provides an efficient and cost-effective service that meets Customers commitment to sustainability and good Environmental practices. The successful Supplier must be able to provide a range of flexible solutions, including but not limited to ad hoc Deliveries, Scheduled Deliveries and Delivery to and from multiple locations.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 1 Lot title: Collection and Delivery

1)Short description

This Lot provides access to a range of postal collection and delivery services for all organisations as defined by mail volume bands. The Lot will provide access to the posting and delivery of small packets and parcels, so Customers are not faced with procuring 2 services from 2 different Lots; instead being able to put the majority of their postal requirements through this single Lot.

2)Common procurement vocabulary (CPV)

64110000, 64112000, 64100000, 64121100

3)Quantity or scope

Mail Items are deemed to conform to the following dimensions:
Weight LxWxT(max.);
Letter 100g — 240 x 165 x 5mm;
Large letter 750g — 353 x 250 x 25mm;
Packet / small parcel 2kg — 450 x 350 x 80mm.
Mail categories include, but not limited to, Bulk Mail, Standards Mailings, Sorted and Unsorted Mail Items.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 10 Lot title: International Courier

1)Short description

This Lot covers the collection of various items from the Customer within Wales and facilitate delivery to international addresses.

2)Common procurement vocabulary (CPV)

64100000, 64120000, 64121000, 64113000, 64121200

3)Quantity or scope

The service is required to collect various consignment types such as packets and parcels from the Customer within Wales and facilitate delivery to international addresses within Europe and the Rest of the World (ROW). A range of flexible solutions and delivery time scales will need to be provided.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Hybrid Mail On-site

1)Short description

This Lot incorporates the provision of mailing services on-site which may utilise the Customers existing equipment and services or may entail the provision of new equipment and services.

2)Common procurement vocabulary (CPV)

64110000, 64112000, 64100000, 64121100

3)Quantity or scope

Services will range from simple on-site services, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Hybrid Mail Off-site

1)Short description

The Lot provides access to Off-Site Hybrid Mailing service to optimise or manage an organisation’s mail input and output.

2)Common procurement vocabulary (CPV)

64110000, 64112000, 64100000, 64121100

3)Quantity or scope

Services will range from simple off-site services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: International Mail Services

1)Short description

This service Lot shall cover the collection of physical mail items from Customers addresses for delivery to international addresses.

2)Common procurement vocabulary (CPV)

64121100, 64121000, 64100000, 64112000, 64110000

3)Quantity or scope

The service is required to collect mail items from the Customer within Wales and facilitate delivery to international addresses within Europe and the Rest of the World (ROW). A range of International Mail options are required, including but not limited to Air Mail and International Surface Mail.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5 Lot title: Mail Room Equipment

1)Short description

The Lot provides access to Mailroom Equipment such as franking machines, postal scales, addressing systems etc. for all organisations on a purchase or lease basis.

2)Common procurement vocabulary (CPV)

30144100, 30131400, 30131000, 30131100, 30131200, 30131300, 30131500, 30131600, 30132000, 30132100, 30132300, 30133000, 30133100

3)Quantity or scope

Various Mailroom Equipment will be available in this Lot, either through an outright purchase basis or a lease basis, with associated software, warranty, maintenance and support. New and re-manufactured and/or reconditioned equipment will be available under this Lot, along with associated consumables.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6 Lot title: On-site Inbound Mail

1)Short description

The Lot provides access to a range of services from simple on-site services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for inbound mailing and related services.

2)Common procurement vocabulary (CPV)

64110000, 64112000, 64100000, 64121100

3)Quantity or scope

This Lot encompasses inbound mail processing, digital mail room services, scanning, archiving and document storage. It may also include Inbound services such as Timed Delivery Services, Pre-sorted deliveries, Reply Services, etc.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 7 Lot title: Off-site Digital Inbound Mail

1)Short description

The Lot provides access to a range of services from simple off-site digital services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.

2)Common procurement vocabulary (CPV)

64110000, 64100000, 64121100, 64112000

3)Quantity or scope

This Lot will encompass in-bound mail processing, digital mail room services, scanning, archiving and document storage. The inbound services may include Timed Delivery Services, Pre-sorted deliveries and Reply Services.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 9 Lot title: Next Day Courier (Zonal)

1)Short description

This Lot covers the collection of Parcels from the Customer for National ‘Next Day’ service. Collection may be required from, and delivery to, a business address or a residential address, as required by the Customer.

2)Common procurement vocabulary (CPV)

64100000, 64120000, 64113000, 64121200

3)Quantity or scope

A Next Day service is defined as the working day immediately following the day of Collection. Time specific options, as well as a range of flexible solutions will be required, including but not limited to ad hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 11 Lot title: Medical, Temperature Controlled and Dangerous and Hazardous Goods (Zonal)

1)Short description

This Lot covers the collection of Medical, Temperature Controlled, Dangerous and Hazardous Goods consignments from within Wales and deliver to addresses within the UK or on occasion, delivery to international addresses.

2)Common procurement vocabulary (CPV)

64100000, 64120000, 64113000, 64121200

3)Quantity or scope

This Lot is for the transportation of goods that come under the 9 classes stated within the UN classification system of dangerous substances. In addition to this, other items, such as microbiology specimens, environmental samples, sterile instruments, etc. may also need transportation under this Lot. A range of flexible solutions is required, including but not limited to ad hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations and Deliveries outside of office hours. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The deposits, guarantees or bonds required by the contracting authority will be set out in the contract documents. The awarding authority reserves the right to request parent company and/or guarantees of performance and financial liability.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Tender pricing must be in Sterling (GBP). Payments made under the framework agreement awarded will be in Sterling (GBP). A Mandatory Supplier Rebate will be charged to suppliers appointed under the framework agreement in order to cover the costs of establishing and managing the framework agreement. Further information will be made available in the tender documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Authority actively encourages in respect of this framework sub Contracting and Joint Bidding. The Authority encourages consortia bids, especially from SMEs, for the framework. The Authority recognising the potential added value and community benefits that can come from SMEs working together and the positive impact on the economy of Wales.

The attached link provides further information: http://cymru.gov.uk/topics/improvingservices/bettervfm/publications/jointbidding/?lang=en

None specified, save that in the case of a partnership or consortium or other group of more than 1 legal entity bidding together, the contract will be with either: (1) All bidders on the basis of joint and several liability; or (2) With 1 or more of the parties acting as ‘prime contractor’ (and where more than 1, on a joint and several liability basis). Where the contract is with a special purpose company with separate legal personality established for the project, the contracting authority will require sufficient guarantees to be given by participants in that company or their parents.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Authority and the Customers are required to provide management information returns at regular intervals to a variety of stakeholders, therefore Suppliers will be expected to provide comprehensive detail on a monthly basis (or at time interval identified by Customers). Information should be submitted in the format agreed with the Authority.
The Authority and Supplier(s) shall agree Key Performance Indicators (KPI’s), during the implementation of the framework and any subsequent commitments, for the Postal and Courier Services and Mailroom Equipment. The Supplier(s) shall set up processes to monitor performance against the agreed KPI table in order to report to the Authority. The Supplier(s) shall at all times ensure compliance with the standards set by the KPI.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender.
Minimum level(s) of standards possibly required: Please refer to the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Invitation to Tender.
Minimum level(s) of standards possibly required:
Please refer to the Invitation to Tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

NPS-CSC-0023-15

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 018-028935 of 27.1.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

22.3.2016 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

Please ensure that you find and complete the following ITTS on the eTenderWales system: itt_52061 — Qualification Envelope and Generic Technical Envelope (To be completed by EVERY bidder).
Every bidder Must complete the Qualification and Generic Technical Questionnaire As Well As A Technical Questionnaire specific to each Lot you are bidding for. Failure to do this may render your bid non-complaint and your bid may be rejected.
itt_52059 — Lot 1: Collection and delivery;
itt_52056 — Lot 2: Hybrid mail on-site;
itt_52064 — Lot 3: Hybrid mail off-site;
itt_52066 — Lot 4: International mail services;
itt_52072 — Lot 5: Mail room equipment;
itt_52073 — Lot 6: On-site inbound mail;
itt_52074 — Lot 7: Off-site inbound mail;
itt_52075 — Lot 8: Same day national courier service;
itt_52076 — Lot 9: Next day courier;
itt_52077 — Lot 10: International courier;
itt_52078 — Lot 11: Medical, temperature controlled and dangerous and hazardous goods;
itt_52079 — Lot 12: Cycle courier.
Use the ITT code to search for the above Lots. If you are unable to find any of the above Lots whilst using the eTenderWales system, please contact the help desk on 0800 3684852.
(WA Ref:39888).
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are.
This Framework Agreement will be using a Non-Core approach to ‘Community Benefits’. Tenderers are asked to submit a Method Statement in the form of a Community Benefits Plan setting out how they will deliver ‘community benefits’ on a cost neutral basis through the contract as requested in the Technical Questionnaire.
For more information please refer to the General Specification Document.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

9.2.2016

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