Provision of a Managed Document Services Framework

Provision of a Managed Document Services Framework

Surrey County Council.

UK-Kingston upon Thames: printing and related services

2012/S 155-259127

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey County Council
Penrhyn Road
For the attention of: Andrew Clarke
KT1 2DW Kingston upon Thames
UNITED KINGDOM
Telephone: +44 2085417144
E-mail: andrew.clarke@surreycc.gov.uk

Internet address(es):

General address of the contracting authority: http://surreycc.gov.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
Regional or local authority
I.3)Main activity
General public services
Environment
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

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Provision of a Managed Document Services Framework.
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
Main site or location of works, place of delivery or of performance: National framework for the use of local Government and for all public sector bodies in the South East as defined at Section VI.3.
NUTS code UK
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: 8
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 10 000 000 and 200 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Surrey County Council has decided to create a new National framework for the use of all local government and for all public sector bodies in the South East defined at Section VI.3.
The framework will be divided into 3 Lots to meet the needs of a wide range of customers. The framework will provide the buyers with an opportunity to capital purchase hardware or procure a managed service provision. This framework is designed to respond to the ever changing face of the public sector. Increasingly, different authorities are sharing services and co-locating. The NHS crosses over into the local authority is a newly emerging situation. There are closer links now between local authorities, police and fire services.
Its scope is intended to cover simple e-procurement and catalogue purchases of printer equipment and consumables, through to a fully managed solution, offering the widest range of complimentary services, where savings are easily measured and transparently delivered. It will offer customers complete transparency in relation to pricing, standardised terms and pre-defined service levels.
The framework will be regularly updated by the suppliers for cost purposes. The aim of the framework is to deliver a quality service for the best price possible. The users of the contract will be responsible for providing quality feedback scores on the supplier’s performance.
It is proposed that the new framework will consist of 6 preferred bidders; however this may increase to eight across both lots. This will be based on the highest overall scores for both lots.
Lot 1 – Direct award for capital purchases is possible. A limited number of devices will be costed on a regular basis and will be accessible via a catalogue. Other devices will be available but it will be up to each buying organisation to ensure best value on all purchases.
Lot 2 – The full range of Managed Print Services up to but not restricted to fully outsourced solutions available from a number of suppliers.
Lot 3 – The full range of printer consumables.
II.1.6)Common procurement vocabulary (CPV)

79800000, 30121300, 79810000, 50313100, 30100000, 79820000, 30121200, 30123000, 50313200, 30122000, 30121100, 30192400, 30121000, 50313000, 30120000

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
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
There is the potential for an estimated total value of between 10 000 000 and 200 000 000 GBP based on our best estimates at time of going to press.
Estimated value excluding VAT:
Range: between 10 000 000 and 200 000 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Capitol goods purchases, including a range of catalogue devices and service purchases.

1)Short description
Provision of products and services, including individual devices with a standard configuration, covering a range of device sizes and volume brands. (maximum of 8).
2)Common procurement vocabulary (CPV)

79800000, 30121100, 30121300, 30100000, 30192400, 50313100, 79521000, 50313000, 30125000, 50310000, 30121200, 30123000, 50313200

3)Quantity or scope
The Contracting Authority will award a multi supplier lot (maximum of 8 suppliers) to provide a products and services, including but not limited to individual devices with a standard configuration, covering a range of device sizes and volume brands.
Critical to this LOT is the ability to offer;
1. Technology
Choice and multi-brand access.
Single function to multifunctional devices.
2. Service
Maintenance.
Break fix deliverables against SLA and KPI measures.
Ease of access and delivery.
3. Tools
Management tools for control and information.
4. Solution applications to manage print output security waste costs
Associated services may include but are not limited to;
Audit.
Network services (where required and able to deliver).
Project management (where required and able to deliver).
Print management software where applicable.
Estimated value excluding VAT:
Range: between 0,000 and 100 000,000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Managed Print Services
1)Short description
The provision of the full range of Managed Document Services up to but not restricted to fully outsourced solutions available from a number of suppliers.
2)Common procurement vocabulary (CPV)

79800000, 30121300, 79810000, 79811000, 50313100, 79521000, 30125000, 50310000, 79820000, 30121200, 50313200, 30121100, 30192400, 50313000, 72512000, 79131000

3)Quantity or scope
The Contracting Authority will award a multi supplier lot (maximum of 8 suppliers) to provide the full range of Managed Document Services up to but not restricted to fully outsourced solutions available from a number of suppliers.
A LOT comprising of a manageable set of capability assessed suppliers able to offer a Managed Print Service including but not limited to:
Hardware Deliver and Deployment.
Delivery of all proposed hardware to multiple locations.
Deployment and configuration of all proposed hardware.
Re-siting or removal & disposal of legacy equipment (as required).
Continual redesign of the fleet to meet evolving requirements.
Ongoing movement of devices and reconfiguration (where necessary).
Software Deployment.
Deployment and configuration of fleet management software and enhanced software such as pull printing and e-printing solutions.
Deployment and configuration of device management software.
Configuration of devices for users bespoke software requirements.
Remote device monitoring.
Remote monitoring of fleet to deliver automated service alerts.
Consumable management.
Consumables management.
Management, ordering and supply of all required consumables.
Collection and recycling of waste toner cartridges.
Account management.
Customer engagement / Project Management.
Quarterly price reviews.
Reporting.
Estimated value excluding VAT:
Range: between 0,000 and 200 000,000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 3 Lot title: Printing consumables.
1)Short description
The provision of a full range of printer and photocopier consumable products.
2)Common procurement vocabulary (CPV)

30000000, 30124500, 30192113, 30232130, 30125000, 30124530, 30124520, 30232140, 30232150, 30124150, 30125100, 30124200, 30125120, 30232110, 30124130, 30232100, 30124110, 30124120, 30124300, 30124100, 30124140

3)Quantity or scope
The Contracting Authority will award a multi supplier lot (maximum of 8 suppliers) to provide the full range of printing consumables including but not limited to all print toner cartridges, fusers, drums and printer repair kits and all paper products.
Estimated value excluding VAT:
Range: between 0 000 and 50 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Details of bonds, deposits and guarantees requirements will be detailed in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The Conditions relating to the financing and payment arrangements will be detailed in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Requests to participate may be submitted by a single candidate or a group (consortium). Where a candidate is a group or consortium, each member of the group (consortium) may be required to contract on the basis of joint and/or several liability, or a single member may be required to contract on a prime contractor basis or the members of the group may be required to form or incorporate a special purpose vehicle (SPV) at the discretion of the contracting authority.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Supplier may be required to actively participate in the achievement of social and/or environmental objectives including those relating to training and supply chain initiatives. Accordingly contract performance conditions may relate in particular to such social and/or environmental considerations. Further details of these conditions will be set out in the contract documents where relevant.
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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Tender Documentation.
Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once) at https://surrey.bravosolution.co.uk/web/login.shtml – Browse to the eSourcing Portal: https://surrey.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content – Click the ‘Express Interest’ button at the top of the page – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
For Bravo assistance, please contact the eTENDERING HELPDESK:
Phone: +44 8003684850.
E-mail:help@bravosolution.co.uk

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Bidders must satisfy the Council’s minimum acceptable standards. Details can be found in the Tender Documents available at https://surrey.bravosolution.co.uk/web/login.shtml.

Minimum level(s) of standards possibly required: Bidders must satisfy the Council’s minimum acceptable standards. Details can be found in the Tender Documents available at https://surrey.bravosolution.co.uk/web/login.shtml.

III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Bidders must satisfy the Council’s minimum acceptable standards. Details can be found in the Tender Documents available at https://surrey.bravosolution.co.uk/web/login.shtml.

Minimum level(s) of standards possibly required:
Bidders must satisfy the Council’s minimum acceptable standards. Details can be found in the Tender Documents available at https://surrey.bravosolution.co.uk/web/login.shtml.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
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
Restricted
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
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: yes
Additional information about electronic auction: Surrey County Council reserves the right to use an electronic auction option during the procurement process.
The Council intends to use an e-tendering system in this procurement and reserves the right to use a reverse auction.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
SPP0215
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
6.9.2012 – 12:00
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
in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Andrew Clarke (Surrey County Council).
Bernice Milton (Surrey County Council).

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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
The Council reserves the right to cancel the procurement and not to proceed with the award of the contract at any stage of the procurement process.
The framework is on a call-off basis Nationally and throughout the Council’s administrative area of the South East of England as defined as:
— Local Authorities nationally;
— All local authorities as included on the Direct Gov website: http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_A-Z_LG.

— Surrey.
— The unitary authorities which make up Berkshire;
— East Sussex and Brighton and Hove;
— Hampshire and the 3 city councils in that area;
— Isle of Wight;
— Kent.
— Medway;
— West Sussex;
— London, as defined as the area including the 33 London borough councils.
Plus, all maintained schools in:
— Surrey County Council together with the districts and boroughs;
— The unitary authorities which make up Berkshire;
— East Sussex CC together with their districts and boroughs plus Brighton and Hove City Council;
— Hampshire CC together with their districts and boroughs and the 3 city councils in that area;
— Isle of Wight;
— Kent CC together with their districts and boroughs;
— Medway Council;
— West Sussex CC together with their districts and boroughs;
— All the London borough councils.
Police Authorities and emergency services that may decide to call off from the framework agreement at a later date as defined as.
— Surrey Police Authority,
— Kent Police Authority,
— Metropolitan Police Authority,
— City of London Police Authority,
— Hampshire Police Authority.
— Thames Valley Police Authority.
All health authorities, National Health Service Trusts and Primary Care Trusts, social care organisations and any other person (s) or body established or financed under the National Health Service Act 1977 as amended and future bodies (e.g. Foundation Trusts and Clinical Commissioning Groups) associated with the delivery of healthcare within Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs.
— Higher and Further Education establishments with sites in Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs, as described in http://www.hefce.ac.uk/unicoll/fe and http://www.hefce.ac.uk/unicoll/he.

— Voluntary and Community Organisations with a presence in Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs – http://www.charitycommission.gov.uk/Showcharity/RegisterOfCharities/AdvancedSearch.aspx.

— Local offices of national UK public sector bodies located within Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs as listed at http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm.

— Fire and Rescue Authorities in Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and the London Fire Brigade.
This list is intended to list major organisations. This list is not exhaustive or definitive for the duration of the contract. Other, smaller, organisations may also use the services where such organisations use services for the delivery of public services in Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs.
Surrey County Council will be the contracting party for the purpose of the overarching agreement.
Surrey County Council intends to conclude a framework agreement that will entitle the potential use of the above list to award a specific contract (“call-off contract”) from time to time based on the framework agreement. Surrey County Council and these listed will be entitled to award any call-off contracts under the framework agreement.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Surrey County Council (on behalf of itself and the contracting authorities)
Penrhyn Road
KT1 2DW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144
Internet address: http://surreycc.gov.uk

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 of the Public Contracts Regulations 2006 (as amended) the contracting authorities will incorporate a minimum 10 calendar day standstill period at the point information on the framework agreement award decision is communicated to bidders. Part 9 of the Public Contracts Regulations 2006 (as amended) provides for economic operators who have been harmed or are at risk of harm.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Surrey County Council (on behalf of itself and the contracting authorities)
Penrhyn Road
KT1 2DW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144

VI.5)Date of dispatch of this notice:8.8.2012

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