Document Management Services London

Document Management Services London

Payment Processing and Correspondence Scanning, and Printing of Parking Statutory Documents.

United Kingdom-London: Document management services

2016/S 036-058301

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hammersmith and Fulham
Town Hall, King Street
Contact point(s): https://www.capitalesourcing.com
For the attention of: Hurley Dominic
W6 9JU London
UNITED KINGDOM
Telephone: +44 87533789
E-mail: dominic.hurley@rbkc.gov.uk

Internet address(es):

General address of the contracting authority: www.lbhf.gov.uk

Electronic submission of tenders and requests to participate: https://www.capitalesourcing.com

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

Regional or local authority

I.3)Main activity

General public services

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

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

The Royal Borough of Kensington and Chelsea
Town Hall, Hornton Street
W8 7NX London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Payment Processing and Correspondence Scanning, and Printing of Parking Statutory Documents.

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

Services
Service category No 15: Publishing and printing services on a fee or contract basis

NUTS code UKI11

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

The notice involves a public contract
II.1.4)Information on framework agreement

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

This contract is divided into 2 lots:
Lot 1: Provision of Parking Specific Printing of Stautory documents.
Lot 2: Parking Specific Remittance Processing and Correspondence Scanning services.

II.1.6)Common procurement vocabulary (CPV)

72512000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Contract/s will be for a maximum period of 8 years with break clauses in years 4 and 6.
II.2.2)Information about options

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Provision of Parking Specific Printing of Statutory documents

1)Short description

The Contracting Authorities Parking Service is seeking to procure a fulfilment service whereby parking specific statutory documentation for their Parking Service is produced and where appropriate posted to motorists. The Contracting Authorities want a service which is innovative, effective and provides operational benefits to both organisations and their Customers. This document provides a statement of our requirement.
The Contracting Authorities may also wish to include similar or other related services at a future date that may affect the contract value over the term, provision for which may be found in the Contract.

2)Common procurement vocabulary (CPV)

22000000

3)Quantity or scope

Approximate annual volumes for the London Borough of Hammersmith and Fulham of 27 500 Notice to Owner single colour documents, 29 000 Charge Certificate single colour documents, 21 800 Registration single colour documents, 2 700 Enforcement Notices, 1 500 Penalty Charge Notice Rolls, 420 Pocket Books, 100 000 Penalty Charge Notice Carriers, 109 000 Moving Penalty Charge Notices 2 part for printed black on pre printed stocks (part 1 double sided, part 2 face only), 9 500 Traffic Management Act Penalty Charge Notices two part printed black on pre printed stock (both parts double sided), 3 700 Enforcement Notices one part printed black on pre printed stock (double sided), 2 800 Bus Lane Charge Certificates one part printed black and white on pre printed stock (double sided), 26 300 Bus Lane Penalty Charge Notices one part printed black and white on pre printed stock (double sided), 1 700 On Street Charge Certificates 1 part printed black and white on pre printed stock (double sided), and 13 650 CCTV Charge Certificates 1 part printed black and white on pre printed stock (double sided). Approximate annual volumes for the Royal Borough of Kensington and Chelsea of 33 526 Notice to Owner single colour documents, 14 228 Charge Certificate single colour documents, and 10 017 Registration single colour documents.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

This tendering exercise is being undertaken using the electronic tendering system ‘capitalESourcing’ (url: www.capitalesourcing.com). Suppliers will need to register an interest on the system in order to participate, and registration is free.

Lot No: 2 Lot title: Remittance Processing and Document Scanning services

1)Short description

The Contracting Authorities Parking Service is seeking to procure a service whereby correspondence to Parking Services is opened, sorted, scanned and enclosed payments banked with all details being passed to the Contracting Authorities IT System as supplied by the IT Contractor. The Contracting Authorities want a service which is innovative, effective and provides operational benefits to both organisations and their Customers. The Contracting Authoritiess may also wish to include similar or other related services at a future date that may affect the contract value over the term, provision for which may be found in the Contract.

2)Common procurement vocabulary (CPV)

72512000

3)Quantity or scope

Approximate annual volumes for the London Borough of Hammersmith and Fulham of 127 000 for Civil Enforcement Penalty Charge Notices, and 94 000 CCTV Penalty Chrge Notices. Approximate Annual volumes for the Royal Borough of Kensington and Chelsea of 180 000 Civil Enforcement Penalty Charge Notices. Approximate current volumes of correspondence for the London Borough of Hammersmith and Fulham of 1 186 items of correspondence at Bailiff Stage, 6 016 at Charge Certificate Stage, 1 731 at Notice of Debt Registration, 1 004 at Not Found stage, 41 650 at post Notice to Owner stage, 29 113 at pre Notice to Owner stage, 383 at Removals stage, and 9 911 at Returns stage. Approximate current volumes of incoming correspondence for the Royal Borough of Kensington and Chelsea of 446 at Bailiff stage, 1 339 at Clamp and Removal stage, 1 805 at Charge Certificate stage, 9 962 at Notice to Owner stage, 36 946 at pre Notice to Owner stage, 730 at Registration stage, 80 and Returns stage, and 107 at Warrant stage.
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:

Parent company guarantees, deposits, bonds or other forms of appropriate security may be required. Further details will be included in the tender documents.

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

As set out in the Contract Documents.

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

Joint and several liability. Should the successful tenderer be a consortium of companies, the lead partner will be responsible for completing the commission on behalf of the consortium and all payments will be made to the lead partner for services rendered by the consortium. Support partners will be required to complete a collateral warranty agreement in favour of the Contracting Authority.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the tender documents.
Minimum level(s) of standards possibly required: As set out in the tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the tender documents.
Minimum level(s) of standards possibly required:
As set out in the tender documents.
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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

Lowest price

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:

prj_RBKC_4718

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

no
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 – 03:00
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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2024.

VI.2)Information about European Union funds

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

VI.3)Additional information

This tendering exercise is being undertaken using the electronic tendering system ‘capitalESourcing’ (url: www.capitalesourcing.com). Suppliers will need to register an interest on the system in order to participate, and registration is free.

The information given in response to IV.2.1 indicates that the award will be based on price only. The Contracting Authority intends to use a quality assessment of the technical responses with a requirement that Economic Operators must score a minimum of 80 % for their price to be considered. All Economic Operators who achieve a minimum of 80 % will then be considered on their price and the Economic Operator submitting the lowest price will be awarded the contract (subject to the usual provisions regarding Abnormally Low Tenders).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: As set out in the UK’s Public Contracts Regulations 2015.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

17.2.2016

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