Printing Mailing and Fulfilment Framework

Printing Mailing and Fulfilment Framework

EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services.

United Kingdom-Nottinghamshire: Printing and delivery services

2016/S 109-194361

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Efficiency East Midlands Ltd
Pure Office, Lake View Drive, Sherwood Park
Nottinghamshire
NG15 0DT
United Kingdom
Contact person: Aidan Nunn
Telephone: +44 1623859889
E-mail: aidan@eem.org.uk
NUTS code: UKInternet address(es):Main address: http://www.efficiency-em.co.uk

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.delta-esourcing.com/tenders/UK-UK-Nottinghamshire:-Printing-and-delivery-services./9NYFAVP7QB
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: http://www.delta-esourcing.com/tenders/UK-title/
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Printing, Fulfilment and Mailing.

Reference number: EEM0025

II.1.2)Main CPV code

79823000

II.1.3)Type of contract

Services

II.1.4)Short description:

EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The framework will add value to our member organisations by providing an efficient streamlined process for the provision of mailing services whilst ensuring data protection is at the forefront of their service. EEM members are predominantly within the East Midlands but not exclusively so and may have requirements in other parts of England and Wales. The consortia is owned by our members which include Housing Associations, ALMO’s, Local Authorities and bodies from the wider public sector including hospitals, universities and the police. A full list of current EEM members is provided on the EEM website: www.efficiency-em.co.uk

II.1.5)Estimated total value

Value excluding VAT: 10 000 000.00 GBP

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)

79800000
79810000
79811000
79820000
79823000
79824000
64121100
79571000

II.2.3)Place of performance

NUTS code: UK
Main site or place of performance:

United Kingdom.

II.2.4)Description of the procurement:

EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The expectation of Members is that the established framework will add value to their organisations by providing an efficient streamlined process for the provision of printing and mailing services whilst ensuring data protection is at the forefront of their service. The Service Provider will be expected to work with the individual Members to advise on methods to improve their current printing and mailing arrangements which can result in efficiency savings being demonstrated to members.

Members will have varying requirements with regards to the number of documents they require enclosing and the number of inserts required but as a minimum, mailing systems should be capable of enclosing multi-page documents along with merged mail such as Council Tax Bills and Letters where there is up to 5 inserts plus an address carrier sheet. All merging of statements and newsletters must be undertaken in a seamless fulfilment process, ensuring that the correct versions are inserted e.g. inserts that are appropriate to a particular resident or address.

The framework will also cover desktop mailing services and the design and print of postcard/appointment cards. For these services the successful Service Providers will be expected to print direct from a Members electronic mail/selected printer and complete the mailing process with a minimum turnaround time.

Please note that this framework will not cover generic printing requirements such as business cards, letterheads, leaflets, etc.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Method statements / Weighting: 45
Cost criterion – Name: Price / Weighting: 55

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: no

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

The Authorised Users of the Framework Agreements being advertised by this Contract Notice and entitled to access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice are:

1. Any current EEM Member — being an organisation which is a member of EEM at the date of this Contract Notice and being 1 of the organisations identified at:www.efficiency-em.co.uk and

2. Any Future Member of EEM — being an organisation which has applied to join and has joined EEM as a member in accordance with the constitutional documents of EEM and in respect of which such organisation notice has been given to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise begun by publication of this Contract Notice that such organisation is an Authorised User. Future EEM Members may include consortia made up of organisations which would themselves individually be a Future EEM Member and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of the special purpose vehicle that own and control that special purpose vehicle; and

3. An EEM Participant — being an organisation based within England or Wales which is neither a current EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) but in all cases is a contracting authority under the Public Contracts Regulations 2015 and which owns and/or maintains/manages housing stock in 1 or more geographic area in which it operates and is a local authority i.e. a County, Metropolitan (City), District or Borough Council or a Unitary Authority in England or Wales or is an Arm’s Length Management Organisation (‘ALMO’) or any statutory replacement or successor organisation managed by such local authority under a management agreement under section 27 of the Housing Act 1985 (or subsequent legislation) or is a provider of social housing registered as a registered provider with the Homes and Communities Agency or as a registered social landlord with the Welsh Ministers or (in the case of EEM) is an NHS Trust (which includes Acute Trusts, Mental Trusts, Care Services Trusts and Ambulance Trusts) or organisation, police authority, fire authority, ambulance trust, university, higher education or further education college or other public sector organisation and in all cases in respect of any such contracting authority organisation notice has been given by EEM to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise being advertised by this Contract Notice that such organisation is an Authorised User of the Framework Agreements. EEM Participants may include consortia made up of organisations which would themselves individually be an EEM Participant and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of that special purpose vehicle that own and control that special purpose vehicle.

Details of the Members of EEM at the date of this Contract Notice and the current Authorised Users can be obtained from the following website address:www.efficiency-em.co.uk For the purpose of this Notice, the geographical area of local authorities and the names of those authorities are identifiable by reference to the DirectGov website at: www.gov.uk A full list of all current registered providers can be found at: www.homesandcommunities.gov.uk and of all current registered social landlords can be found at: www.gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales A full list of NHS organisations can be found at: www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspxwww.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspxwww.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx

A full list of educational establishments including Universities, Higher Education colleges and Further Education Colleges can be found at:https://www.gov.uk/check-a-university-is-officially-recognised/recognised-bodies and http://www.education.gov.uk/edubase/home.xhtml

Reference to legislation in this Contract Notice includes successor and/or replacement legislation.

EEM reserves the right not to advertise or award any Framework Agreements at the end of the procurement exercise begun by publication of this Contract Notice or to award only part of parts of the proposed works and reserves the right not to award any 1 or more Lot.

The Authorised Users will have requirements predominantly within the East Midlands but not exclusively so and may in the future have requirements in other parts of England and Wales. Authorised Users in other parts of England and Wales may also access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreements to be awarded at conclusion of this procurement exercise to be operated and implemented throughout England and Wales.

EEM operates a range of existing supply chain arrangements with which successful economic operators will need to interface. Framework Agreements may be awarded on a multi client as well as a single client basis with the facility for Authorised Users to join both.

The Call-off Contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise begun by publication of this Contract Notice may extend for a duration of up to 2 years beyond expiry of the 4 year term of the Framework Agreements.

Please note that the total potential value stated in II.2.6) is for the full 4 year framework and also takes into consideration that EEM membership may grow.

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

List and brief description of conditions:

The Service Provider shall hold the ISO 27001 (or equivalent) accreditation, and have an Information Security Policy and a Business Continuity Plan and will be expected to have in place a robust security management system. The Service Provider will maintain a full and complete quality control process during printing and postage to ensure no errors are made in fulfilment or addressing.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The information and formalities set out in Directive 2014/24/EU of the European Parliament and of the Council and Regulations 56 to 64 of the Public Contract Regulations 2015, as set out in the procurement documents. This tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4) of this contract notice.

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

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
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

Notice number in the OJ S: 2015/S 234-425095

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 07/07/2016
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 07/07/2016
Local time: 15:30

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

This Contract Notice has been published by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described below as being Authorised Users. EEM is incorporated as companies limited by guarantee. The Framework Agreements being procured by the procurement exercise begun by publication of this Contract Notice will be entered by EEM as the Contracting Authorities which will have undertaken and completed that procurement exercise. Any reference in this Contract Notice to Contracting Authority is deemed to be and include a reference to EEM.

The current members of EEM can be found at: http://efficiency-em.co.uk/members/ The Framework Agreement is available to use by all current and future EEM members, as stated in II.2.14)

The Authorised Users will have requirements predominantly within the East Midlands but not exclusively so and may in the future have requirements in other parts of England and Wales. Authorised Users in other parts of England and Wales may also access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreements to be awarded at conclusion of this procurement exercise to be operated and implemented throughout England and Wales.

Organisations expressing interest and receiving tender documents should be aware that TUPE legislation may apply to the arrangements which are being advertised by this Contract Notice; EEM for themselves and all Authorised Users express no view or opinion about whether TUPE legislation will or will not apply and all organisations expressing interest in response to publication of this Contract Notice and selected to be invited to tender must take their own legal and other relevant advice at all Stages.

For more information about this opportunity, please visit the Delta eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-Nottinghamshire:-Printing-and-delivery-services./9NYFAVP7QB

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/9NYFAVP7QB

GO Reference: GO-201666-PRO-8317989.

VI.4)Procedures for review

VI.4.1)Review body

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

VI.4.2)Body responsible for mediation procedures

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

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Contract to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice is communicated to tenderers. The Public Contracts Regulations 2015 provides for aggrieved parties who have been harmed or at risk of harm by breach of those regulations to take action in the High Court (England, Wales and Northern Ireland). Generally, any such action must be brought within 30 days from the date the aggrieved party knew or ought to have known about the alleged breach. Where the contract has not been entered into the Court may order the setting aside of the Award Decision or order the Contracting Authority to amend any document and may award damages. If the Contract has been entered into the Court may only award damages or where the award procedures have not been followed correctly may in certain circumstances declare the Contract to be ‘ineffective’.

VI.4.4)Service from which information about the review procedure may be obtained

The Cabinet Office
Correspondence Team, Cabinet Office, Whitehall
London
SW1A 2AS
United Kingdom
Telephone: +44 2072761234

VI.5)Date of dispatch of this notice:

06/06/2016

 

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