Scottish Parliament Mail Screening Tender

Scottish Parliament Mail Screening Tender

The Scottish parliamentary corporate body and the Scottish Government require a contractor to provide mail screening services.

United Kingdom-Edinburgh: Mail delivery services

2018/S 110-250621

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
EH99 1SP
United Kingdom
Contact person: Alison Duff
Telephone: +44 7580801846
NUTS code: UK

I.1)Name and addresses

Scottish Government
Victoria Quay, Leith
United Kingdom
Telephone: +44 1312447556
E-mail: alison.duff@gov.soct
NUTS code: UKMInternet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement

The contract involves joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Devolved Parliament

Section II: Object

II.1)Scope of the procurement


Provision of Mail Screening Services

Reference number: NIC/SER/395

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Scottish parliamentary corporate body (SPCB) and the Scottish Government (SG) require a contractor to provide mail screening services for all items of mail to be delivered to nominated sites in Edinburgh, Glasgow, Kinlochleven and London. The contractor shall be responsible for the security of the mail from the point of collection from the public mail carrier up to the delivery of screened mail to the nominated SPCB and SG designated sites. There is the potential for a further 2 sites, one in Dundee and another Glasgow location being added during the contract period.

II.1.5)Estimated total value

Value excluding VAT: 750 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM75
Main site or place of performance:

Edinburgh, Glasgow, Kinlochleven and London.

II.2.4)Description of the procurement:

The Scottish parliamentary corporate body (SPCB) and the Scottish Government (SG) require the services of a contractor to provide mail screening service from the point where the contractor collects the mail items from the public mail carrier to end delivery of the screened mail to SPCB and SG designated sites. The contractor must screen the mail to Screening Level 2 as set out in PAS97:2015, also including external visual inspection of every mail items. The contractor will be required to screen for hazardous, dangerous and offensive items and to deliver the mail securely to the Scottish parliament’s and Scottish Government’s designated locations. The services include:

— collection and transportation of all mail items from the public mail carrier,

— secure screening of mail at the Contractor’s facility,

— timely and secure delivery of all screened mail items to the SPCB and SG designated sites detailed in the tender documents.

Full details of the services are contained in the Specification in the tender documents.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 750 000.00 GBP

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

Duration in months: 12
This contract is subject to renewal: yes
Description of renewals:

Up to 2 x 12 month extensions are available at the discretion of the SPCB and SG.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Additional sites may be added during the term of the contract.

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

List and brief description of conditions:

4A.1 if required by the member state, tenderers are required to be enrolled in the relevant professional or trade registers within the country in which they are established. Tenderers should indicate the required registration and relevant body in which they are established.

4A.1.1 Tenderers are required to indicate if relevant documentation is available electronically.

4A.2 Where it is required, within a tenderer’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service. Tenderers must confirm that they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

The Scottish parliamentary corporate body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of tenderers. Tenderers are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at

If a tenderer does not agree with the credit rating it has been given by Creditsafe it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a tenderer is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.

Tenderers should have a Creditsafe credit rating of 30 or higher to demonstrate satisfactory financial standing. If a tenderer has a lower credit rating score and has the backing of a parent company with a credit rating of 30 or higher, then the provision of a Parent Company Guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the tender may be rejected.

Minimum level(s) of standards possibly required:

With reference to ESPD questions 4B.5.1 and 4B.5.2 — it is a requirement that tenderers hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employers'(compulsory) liability insurance of 5 000 000 GBP.

Public liability insurance of 1 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Please refer to these statements when completing section 4C of the ESPD (Scotland).

Minimum level(s) of standards possibly required:

4C.1.2 — The tenderer will be required to provide a maximum of two relevant examples to demonstrate their experience and knowledge to deliver the services as described in the Specification. Your response should make reference to the screening level in line with PAS97:2015 level 2 and describe all elements of the end to end mail screening services provided.

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:

In order to ensure the highest standards of service quality in this contract the SPCB and SG require the contractor to take a positive approach to fair work practices.

The Contract will be subject to a performance management system with KPIs.

Full details of all performance conditions are documented in the Specification document within the tender documentation.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open 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: yes
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: 12/07/2018
Local time: 12:00
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:


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: 12/07/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

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

Approximately 12 months prior to the end of the Contract Term of any subsequently awarded contract.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

ESPD selection Criteria.

Part IV: ‘Selection Criteria’ of the ESPD shall be scored on a pass/fail basis. For avoidance of doubt a pass is that the response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/ capacity/ capability but may lack in some aspects of similarity eg previous experience, knowledge or skills may not be of a similar nature.

With regard to ESPD Questions 4D.1 (Quality Assurance) and Question 4D.2 (Environment)where a tenderer is unable to provide an independent third party certificate and provides information under the standard questions detailed at part 2, the response will be evaluated on the entire response to the standard questions. Any tenderer providing a response which fails to evidence the information stated in the standard questions will be determined to have failed and the bid may be set aside and take no further part in the competition.

Award criteria questions can be found in the ITT together with the weightings.

Award scoring methodology is fully detailed in the Instructions to Tenderers Appendix A.

Tenderers who fail to pass the ESPD stage may have their bids set aside and take no further part in the evaluation.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:544353).

VI.4)Procedures for review

VI.4.1)Review body

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
EH99 1SP
United Kingdom
Telephone: +44 1313486620Internet address:
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:


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