Managed Print Services – Market Pre-Engagement

Managed Print Services – Market Pre-Engagement

Prior to commencing the contract notice the Council anticipates engaging with the market by organising pre-procurement market engagement, which is detailed below.

United Kingdom-Chicksands: Services related to printing

2015/S 099-179929

Prior information notice


Directive 2004/18/EC

Section I: Contracting authority

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

Central Bedfordshire Council
Priory House
Contact point(s): Procurement Team
For the attention of: Lara Ekujumi
SG17 5TQ Chicksands
Telephone: +44 3003005997

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: 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: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:

Managed Print Services -CBC-0529.

II.2)Type of contract and place of delivery or of performance

Service category No 1: Maintenance and repair services
Central Bedfordshire.

NUTS code UKH22

II.3)Information on framework agreement

II.4)Short description of nature and quantity or value of supplies or services:

Central Bedfordshire Council is looking to commission a new Managed Print Services Contract in December 2015.
Prior to commencing the contract notice the Council anticipates engaging with the market by organising pre-procurement market engagement, which is detailed below.
The objective of the Pre-engagement is to understand the market dynamics and stay in touch with market innovation but also to generate a business interest within the market place.
This invite is open to all those providers who have previous experience of providing Managed Print Services regarding the consolidation of managed prints, Print room and MFDs. Attendance is welcome from single organisations or consortia from the public, private and voluntary/community sector.
1. Introduction.
Central Bedfordshire Council (CBC) is a unitary authority area in the ceremonial county of Bedfordshire, England. It was created from the merger of Bedfordshire County Council and Mid Bedfordshire and South Bedfordshire District Councils on 1 April 2009. With a budget of £500m the unitary council provides over a hundred services to a quarter of a million people, and is responsible for schools, social services, rubbish collection, roads, planning, leisure centres, libraries, care homes and more.
2. Project Background.
CBC currently has two contracts in place for printing services. The first contract is for the provision of a central print room service staffed by two contractor staff. The second is for printing machines placed in a range of CBC corporate premises and supported by a dedicated service engineer.
3. Current Position and Scope
The key drivers for this project would be to assess the management information we have on service demand and volumes for each of these discrete services and suggest what an aligned service offer for CBC might look like. Our key stakeholders include member’s services which look after the councilors, and our key customer facing service delivery directorates. We spend around £800k per annum with our incumbent suppliers on both central printing and Multifunctional Devices (MFDs). Both of these contracts have been adjusted to enable co-terminus expiry at the end of December 2015.
4. Current Project Brief.
The expectation is that the service provider will be able to articulate a “to be” solution for CBC which is fully aligned to our service demands and which delivers a good quality and cost efficient solution. We have two staff dedicated to the central print service and one dedicated support engineer for the dispersed printing service. Any solution needs to take account of this staffing and describe how the new system would be supported. Due consideration needs to be given to any potential TUPE considerations. We will be carrying out pre-engagement dialogue with the intention of improving our understanding of the market, of utilizing your expertise to help us shape the “to be” model, and thence reflecting that “to be” outcome based model on our OJEU documentation.
4.1 This brief is being used as an outline to engage with the market so CBC can discuss the opportunity with potentially interested organisations.
4.2 It’s anticipated that the selected supplier would be required to work collaboratively with CBC to continually improve the service offer. CBC will need a financially and operationally flexible approach to ensure continuing alignment of service offer with service requirements as the councils requirements shall continue to change over the time of this contract
5. Current Aims and Outcomes Aims.
The overall purpose and aim of this project is to deliver an aligned and efficient managed print service for CBC. This service will be of a good quality, with good quality product from the machines. It will be a flexible solution, so that it can adjust the service offer to meet changing CBC demands, without adverse financial or operational penalty to CBC.
5.1 CBC has identified the following outcomes for this project:
— service alignment,
— consistent print quality,
— cost effectiveness,
— service resilience in terms of operational up time,
— service flexibility to match the supply and demand and be able to respond flexibly in terms of financial and operational requirements,
— providing a staff structure for the support of this service which enables each of these key deliverables.
6. Timescales.
We shall be conducting the following activities:
1. PIN issued on 18th May with a closing date of 22nd June for interested parties;
2. Initial briefing: Friday 26.6.2015;
3. Priory House site visit: Friday 3.7.2015;
4. One to One commercial meetings: Friday 10.7.2015;
5. Issue of the OJEU Notice: Monday 3.8.2015;
6. Completion of the tendering process: November 2015;
7. Mobilization of the contract during December 2015;
8. Go live from the start of January 2016;
7. Wider Strategic Perspective.
A wider strategic perspective exists which is to rationalize our service provision and to help CBC to control and manage the growing demand for printed materials. This should have an impact upon the volumes and costs of printed material and ultimately upon the number of devices required to service this demand. All of these activities resulting in a cost saving delivered for CBC.
8. Market Engagement
8.1 The purpose of CBC’s pre-procurement market engagement process is to allow and enable, potentially interested organizations with appropriate expertise and relevant experience to:
— Provide informal input to help [shape/refine] CBC’s technical requirements,
— Develop a powerful output based specification,
— Inform CBC of current market developments,
— Enable CBC to understand how the Current Requirements could be shaped and (satisfied/met/delivered),
— Explain potential [options/technologies/functionalities/solutions] available to CBC,
— For the Industry Open Day to enable the formation of potential consortia and/or supply chains.
8.2 This stage of the project allows CBC to understand the strengths and weaknesses of the options, technologies, methodologies, and solutions available to deliver its outcomes. Furthermore, this process enables organisations to effectively plan for any potential forthcoming procurement.
8.3 CBC will consider the input received as part of this pre-procurement market engagement to help inform CBC’s options and further decision making.
8.4 The pre-procurement market engagement process will comprise.
a) Seeking expressions of interest and the option for organisations to attend an Industry Open Day commencing on Friday 26.6.2015; this will take place at the Forest Centre. Please note that attendance requests for the Industry Open Day (which should be no more than 2 representatives from each organisation) must be received by Monday 22.6.2015 (12 noon).
b) Submission of the Supplier Questionnaire (please see Appendix A – See separate document) using CBC’s Intend eprocurement system quoting CBC-0529-PIN-ME. Supplier Questionnaire’s must be received by Monday 22.6.2015 (12 noon).
c) Individual time limited supplier meeting for no longer than one hour, bringing no more than 2 representatives. Meetings will be based on the questions contained within the Supplier Questionnaire.
NB: Organisations which request to attend an individual supplier meeting will be assigned to a specific time; please note that CBC cannot accept requests for specific times.
8.5 For the avoidance of doubt, this stage of the project is not part of a formal procurement process and CBC is not committing, at this stage to carrying out such a process.
8.6 Participation or non-participation in the pre-procurement market engagement process shall not prevent any supplier participating in the proposed procurement nor is it intended that any information supplied as part of the pre-procurement process shall place any supplier at an advantage in the proposed procurement process.
9. Queries
CBC’s Intend system enables questions and answers to be exchanged via the email facility using the following Access Code: CBC-0529-PIN-ME.
9.1 The deadline for any queries regarding this process must be submitted via the Intend system no later than Monday 15.6.2015 by 17:00. Although the source of any questions will be kept confidential, both the query itself and CBC’s response may be shared with the other interested parties at its sole discretion.
9.2 CBC will seek to respond within 3 working days via the Intend system but gives no guarantee that it will respond at all.
10. Disclaimer
10.1 The information in this document and the related appendix is solely for the purpose of CBC’s pre-procurement market engagement and no representation, warranty, or undertaking is given by CBC as to its accuracy or completeness, and CBC accepts no liability in relation to this.
10.2 CBC reserves the right, at its discretion to:
1) Change this document and/or the procedure for the process; and
2) Proceed, or not, with a subsequent procurement.
10.3 CBC will not treat as confidential, any information submitted in response to this process, and respondents should note that CBC is subject to the requirements under the Freedom of Information Act 2000 and the Environmental Information Regulations 2004 and may be obliged to disclose responses.
10.4 Participation in the pre-procurement market engagement procurement process will be at each supplier’s own cost. No expense in responding to this process will be reimbursed by CBC.
11. Supplier Questionnaire Instructions
11.1 Please complete required area fully as possible i.e. within each response area provided. Company brochures or other general marketing information should not be attached in addition to this.
11.2 If you have any queries regarding the Supplier Questionnaire or this process;
Please send your enquiry using CBC’s Intend system. Please note that all queries must be submitted within the stated deadline (i.e. set out in section 8.4b of this document).
11.3 Submission of your completed Supplier Questionnaire together with any
supporting documents must be returned, in soft copy format (i.e. electronically), no later than Monday 22.6.2015 (12 noon) bearing the following reference number: CBC-0529-PIN-ME via the CBC’s Intend system:
11.4 Uploading Your Completed Supplier Questionnaire to Intend
Once you have completed your Supplier Questionnaire (i.e. Appendix A) you must then “upload” your completed response into the Intend and ensure it has been submitted as a response.
11.5 Please make sure you have submitted your Supplier Questionnaire to the correct Access Code CBC-0529-PIN-ME, CBC will not be held accountable for any errors made by an organisation in submitting their Supplier Questionnaire.
11.6 If you are experiencing problems with the system, then please contact the Intend helpdesk between 8:30 am and 17:30, Monday to Friday, for further assistance via: email at or telephone: 01332 222451.
12. Summary of the Current Requirements
The current requirements are for the suppliers to understand the “as is” position in terms of existing service delivery methods for the supplier to access the volume data on service demand from CBC. Having understood that information to then postulate a ‘to be’ solution and in doing so articulate:
— How the CBC customer would be better served as a result, both operationally and in terms of costs,
— How customer concerns about service changes could be managed, in terms of delivery timetables and any quality or security concerns,
— How service resilience could be enhanced,
— What existing machinery could be replaced with and the benefits of that particular approach in terms of service efficiency and cost,
— What impact upon the existing staffing arrangements your proposed ‘to be’ model might have,
— What flexibility could be built into your service delivery model to allow for increased or decreased demand, which may result in the reduction or increase in the number of machines required. This solution needs to be such that CBC is not unduly penalized financially or operationally. We need to understand how this process of service expansion or contraction could be managed fairly.
Appendix A – Supplier Questionnaire (See below)
Organisation Details
Company Name and Address
Please provide your company name, address and the contact details for your organisation below.
Company Name:
Contact Name:
Telephone Number:
Email Address:
Company Website:
Company Registration number:
Organisation Status: Please indicate:
A public limited company Yes No
A limited company Yes No
A limited liability partnership Yes No
A partnership Yes No
A sole proprietor Yes No
A charity or not for profit organisation Yes No
Other (e.g. non-UK formed Organisation) Yes No
Current Business Activities
Please provide a brief overview of your organisation’s business activities and other relevant business areas below.
Please give an outline of the service(s)/options/solutions/technologies your organisation typically provides:
Below are some of the questions that would be asked on the event days:
— What are your views about the Commercial Model that would be suitable for this service?
— What are your possible output’s KPIs (Give at least 5)?
— In your opinion, what types of innovation or areas of best practice are being developed and/or are available within the current market place?
Before returning this Supplier Questionnaire, please complete the following:
The information in this document has been provided by:
Contact Name:
Current Position:
Telephone Number (direct):
Email address:
For and behalf on:
Respondents should be prepared to attend briefing sessions as stated above.
Central Bedfordshire Council will not reimburse any costs incurred by organisations responding to this PIN.
Estimated cost excluding VAT:
Range: between 1 500 000 and 3 500 000 GBP

II.5)Common procurement vocabulary (CPV)

79820000, 22000000, 79800000, 30120000

II.6)Scheduled date for start of award procedures


II.7)Information about Government Procurement Agreement (GPA)

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

II.8)Additional information:

A wider strategic perspective is to rationalize Central Bedfordshire Council (CBC) service provision and to help CBC to control and manage the growing demand for printed materials. This should have an impact upon the volumes and costs of printed material and ultimately upon the number of devices required to service this demand. All of these activities resulting in a cost saving delivered for CBC.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
VI.3)Information on general regulatory framework

VI.4)Date of dispatch of this notice:


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