Fulfilment Services Tender – University of Southampton

Fulfilment Services Tender – University of Southampton

The University of Southampton requires the services of a fulfilment house to deal with receiving, storage and mailing of its corporate publications.

United Kingdom-Southampton: Postal services

2017/S 172-352574

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Southampton
University Road
Southampton
SO17 1BJ
United Kingdom
Contact person: Jocelyn Bale
Telephone: +44 2380595878
E-mail: tenders@soton.ac.uk
NUTS code: UKJ32
Internet address(es):Main address: http://www.southampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofsouthampton

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

The Provision of Fulfilment Services.

Reference number: 17/PROF.36

II.1.2)Main CPV code

64110000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Southampton requires the services of a fulfilment house to deal with receiving, storage and mailing of its corporate publications. The key publications are the undergraduate and postgraduate prospectuses and the subject brochures. The service may also be required for ‘ad hoc’ mailings such as direct mail, including ‘thank you’ and ‘good luck’ postcards.

II.1.5)Estimated total value

Value excluding VAT: 400 000.00 EUR

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

63121100
79810000

II.2.3)Place of performance

NUTS code: UKJ32
Main site or place of performance:

Main site or place of performance Southampton, Hampshire, UK.

II.2.4)Description of the procurement:

The University of Southampton requires the services of a fulfilment house to deal with receiving, storage and mailing of its corporate publications. The key publications are the undergraduate and postgraduate prospectuses and the subject brochures. The service may also be required for ‘ad hoc’ mailings such as direct mail, including ‘thank you’ and ‘good luck’ postcards.

Estimated value of the contract over a one year period is 100 000 GBP ex VAT the contract is designed to be an initial period of 2 years with the option to extend for a further 2 years. The overall contract value is estimated over a 4 year period to be 400 000 GBP ex VAT.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Key personnel / Weighting: 10 %
Quality criterion – Name: Service delivery / Weighting: 25 %
Quality criterion – Name: Data protection / Weighting: 10 %
Quality criterion – Name: Site visit / Weighting: 15 %
Cost criterion – Name: Please see ITT File 8 — Commercial Response Workbook / Weighting: 40 %

II.2.6)Estimated value

Value excluding VAT: 400 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Renewal expected in 2019 or 2021.

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

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

The Pre-qualification evaluation criteria will be as follows. Full details are provided in the Pre-qualification documentation:

1. Supplier Information For information.

2. Grounds for Mandatory Exclusion Pass / Fail.

3. Grounds for Discretionary Exclusion P1 Pass / Fail.

4. Grounds for Discretionary Exclusion P2 Pass / Fail.

5. Economic & Financial Standing Pass / Fail.

6. Technical & Professional Ability 30 %.

6a Case study 1 15 %.

6b Case study 2 15 %.

6c Alternative experience and evidence of technical expertise 30 % (only applicable if 6a or 6b unanswered).

7. Additional PQQ Modules As below.

a. Project specific questions to evaluate Technical & Professional ability 70 %.

7.1 Project Specific Question — storage capability 10 %.

7.2 Project Specific Question — fulfilment capability 20 %.

7.3 Project Specific Question — postage capability 20 %.

7.4 Project Specific Question — data protection 20 %.

b. Insurance Pass / Fail.

c. Compliance with equality legislation Pass / Fail.

d. Environmental Management Pass / Fail.

e. Health & Safety Pass / Fail.

8. Declaration Pass / Fail.

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:

Financial Standing.

The University will conduct a financial check on all Bidders using an independent company called Creditsafe.

The University reserves the right to exclude a Bidder or request provision of further assurances such as a parent company/bank guarantee or performance bonds where Bidders financial scoring is ‘Satisfactory- Below Expectations’ or ‘Poor’ — based on the rating provided by Creditsafe in accordance with the following ratio:

Creditsafe Rating Classification.

100 — 75 Excellent — Exceeds Expectations.

74 — 50 Good — Meets Expectations.

49 — 30 Satisfactory — Below Expectations.

29 — 0 Poor.

Insurance.

For the purposes of this requirement The University has deemed that the following minimum levels of insurance will be required:

Public Liability — 10 000 000 GBP.

Products Liability — 10 000 000 GBP.

Employers’ Liability — 10 000 000 GBP.

Professional Indemnity — 5 000 000 GBP.

For the purposes of this requirement, Bidders are required to hold a minimum of £5million in respect of Professional Indemnity Insurance. The University reserves the right to require a higher level of Professional Indemnity Cover (up to a maximum of £10m) should a project warrant a higher level of cover.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The Pre-qualification evaluation criteria will be as follows. Full details are provided in the Pre-qualification documentation:

1. Supplier Information For information.

2. Grounds for Mandatory Exclusion Pass / Fail.

3. Grounds for Discretionary Exclusion P1 Pass / Fail.

4. Grounds for Discretionary Exclusion P2 Pass / Fail.

5. Economic & Financial Standing Pass / Fail.

6. Technical & Professional Ability 30 %.

6a Case study 1 15 %.

6b Case study 2 15 %.

6c Alternative experience and evidence of technical expertise 30 % (only applicable if 6a or 6b unanswered).

7. Additional PQQ Modules As below.

a. Project specific questions to evaluate Technical & Professional ability 70 %.

7.1 Project Specific Question — storage capability 10 %.

7.2 Project Specific Question — fulfilment capability 20 %.

7.3 Project Specific Question — postage capability 20 %.

7.4 Project Specific Question — data protection 20 %.

b. Insurance Pass / Fail.

c. Compliance with equality legislation Pass / Fail.

d. Environmental Management Pass / Fail.

e. Health & Safety Pass / Fail.

8. Declaration Pass / Fail.

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)Description

IV.1.1)Type of procedure

Restricted procedure
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.1.6)Information about electronic auction

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

The procurement is covered by the Government Procurement Agreement: no
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: 06/10/2017
Local time: 12:00

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

Date: 18/10/2017

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

English

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

Duration in months: 4 (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: yes
Estimated timing for further notices to be published:

This is likely to be re-procured in 2019 or 2021.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

University of Southampton
Southampton
SO17 1BJ
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:

06/09/2017

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