Tender for Graphic Design and Printing Services

Tender for Graphic Design and Printing Services

1.) Graphic Design and Managed Printing. 2.) Bulk Printing, Packing and Postage.

UK-Middlesbrough: printing and related services

2012/S 160-267347

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Fabrick Housing Group
2 Hudson Quay, Windward Way
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773600
E-mail: procurement@fabrickgroup.co.uk

Internet address(es):

Address of the buyer profile: www.fabrickgroup.co.uk

Electronic access to information: www.delta-esourcing.com

Electronic submission of tenders and requests to participate: www.delta-esourcing.com

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

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Design and Printing Services.
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
NUTS code UKC
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Printing and related services. Printing services. Printing and delivery services. Printing and distribution services. Graphic design services. Printed matter and related products. Bespoke printed matter. Miscellaneous printed matter. Services related to printing. Fabrick Housing Group (the Group) was created in 2008 by bringing together two successful Tees Valley based Registered Social Landlord (RSL) companies; Tees Valley Housing, a traditional housing association and Erimus Housing, formed from the large scale voluntary transfer of properties from Middlesbrough Council. Norcare, a Newcastle based charity providing supported housing services to vulnerable people, joined the Group in July 2012.
The partnership means the companies can share regeneration and development expertise, resources, skills and knowledge to ensure greater efficiencies and enhanced services for all residents. Together, the partners in the Group manage more than 15,000 homes, from North Tyneside in the north to York in the south, with the majority of homes in Middlesbrough and Stockton-on-Tees.
The contract will be open to all members of the Group.
The contract is to be split into 2 lots:
1.) Graphic Design and Managed Printing
2.) Bulk Printing, Packing and Postage
Lot 1 – Graphic Design and Managed Printing.
The Group has recently defined and established a brand architecture system to support and achieve consistency in how services across the Group are to be branded. As such, the Group is looking to appoint a designer / company to work in partnership with the Group to protect the brand identity.
The Group recognises that it and it’s residents operate in a rapidly changing world, so is seeking a Graphic Design service which will work in partnership with the Group to ensure that current and future requirements are met.
The successful company will be required to provide a full Graphic Design and Managed Print service. Service provision is to include:
1) Provision of routine and cyclical Graphic Design services including, but not limited to: design of corporate material, such as corporate leaflets, corporate stationery (letterheads, compliment slips etc.), corporate annual reports, tenant annual reports and tenant newsletters. The Group may require the designs to be provided in and electronic / e-communication format, or may require hard copy printed copies.
2) Provision of one – off / bespoke Graphic Design services, including but not limited to web design (graphics and skins only), leaflets / brochures, stakeholder event materials, such as banners / exhibition boards, name badges, e-invitations and powerpoint presentation slides; corporate film montages; questionnaires and Christmas cards.
3) Provision of a full design management service including, but not limited to: attending briefing meetings with the Group to discuss requirements and provide professional advice; proof reading documents; providing samples of documents.
4) Provision of a high quality print service for all related printing requirements associated with design briefs. This should include, but not be limited to: full colour, two colour and black and white copies; high quality finishes, e.g. high or soft gloss; matt finishes; recycled paper options; various paper / finished product sizing options. This provision will include, but not be limited to, the printing of leaflets, letter heads and compliment slips, business cards and annual reports for example. The contract will include the delivery of printed material to a minimum of one delivery point.
5) Working in partnership with the Group’s Communication team to deliver continuous improvement in the Group’s communication methods and maximise the benefits of the latest developments in communications technology. The appointed company will also need to work with the Group to ensure the Group’s identity maintains a contemporary, fresh approach
6) Provision of a ‘guardian’ service for the Group brand, whereby a system to ensure consistency and quality can be identified.
7) The Group may require the successful designer to provide printing, packing and postage of tenant newsletters to each of our tenants’ households. This is an option under Lot 1 which will be discussed and agreed with the successful company, if required.
8) Any other associated print requirements.
Further information on the type of work required is provided in the PQQ documents.
Lot 2 – Bulk Printing, Packing and Postage.
The Group requires a bulk print provider to be able to print, pack and post specific documentation for delivery to its tenants.
Service to include:
1. Provision of bulk printing requirements for the Group, including but not limited to: high volume, monthly printing of service charge letters; rent statements, rent increase letters.
2. Availability of a variety of print options. This should include, but not be limited to: full colour, two colour and black and white copies; high quality finishes, e.g. high or soft gloss; matt finishes; recycled paper options; various paper / finished product sizing options.
3. Provision of a print solution that is able to identify individual document lengths within an electronic file and print accordingly. Electronic files may contain a mix of single / double side and multiple page documents, which will need to be printed in the specified format.
4. Provision of full postage / delivery service, including all packaging, for all finished products, to be included in overall costs. Letters and statements etc. must be able to be delivered direct to tenants, not returned to the Group for posting.
5. The Group may require the successful printer to provide printing, packing and postage of tenant newsletters to each of our tenants’ households. This is an option under Lot 2 which will be discussed and agreed with the successful company, if required.
6. Any other associated print requirements.
Further information on the type of work required is provided in the PQQ documents.
The contract term is 3 years, with an option to extend for a further 2 years.
The successful company(s) on both lots will be subject to performance criteria that will help in determining the potential scope, length and volume of future work.
It is proposed that the contract will start on 3rd December 2012.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.Suppliers must log in, go to your Response Manager and add the following Access Code: 2M48554KXA. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 17.9.2012 17:00. Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com.

II.1.6)Common procurement vocabulary (CPV)

79800000, 79810000, 79823000, 79824000, 79822500, 22000000, 22458000, 22900000, 79820000

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:

Lot 1 – Graphic Design and Managed Printing.
Lot 2 – Bulk Printing, Packing and Postage.
Option to extend for two years.
II.2.2)Information about options

Options: yes
Description of these options: There will be ab option to extend the contract for a period of two years subject to satisfactory performance and at the sole discretion of the council.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Graphic Design and Managed Printing

1)Short description

The Group has recently defined and established a brand architecture system to support and achieve consistency in how services across the Group are to be branded. As such, the Group is looking to appoint a designer / company to work in partnership with the Group to protect the brand identity.
The Group recognises that it and it’s residents operate in a rapidly changing world, so is seeking a Graphic Design service which will work in partnership with the Group to ensure that current and future requirements are met.
The successful designer /company will be required to provide a full Graphic Design and Managed Print service. Service provision is to include:
1) Provision of routine and cyclical Graphic Design services including, but not limited to: design of corporate material, such as corporate leaflets, corporate stationery (letterheads, compliment slips etc.), corporate annual reports, tenant annual reports and tenant newsletters. The Group may require the designs to be provided in and electronic / e-communication format, or may require hard copy printed copies.
2) Provision of one – off / bespoke Graphic Design services, including but not limited to web design (graphics and skins only), leaflets / brochures, stakeholder event materials, such as banners / exhibition boards, name badges, e-invitations and powerpoint presentation slides; corporate film montages; questionnaires and Christmas cards.
3) Provision of a full design management service including, but not limited to: attending briefing meetings with the Group to discuss requirements and provide professional advice; proof reading documents; providing samples of documents.
4) Provision of a high quality print service for all related printing requirements associated with design briefs. This should include, but not be limited to: full colour, two colour and black and white copies; high quality finishes, e.g. high or soft gloss; matt finishes; recycled paper options; various paper / finished product sizing options. This provision will include, but not be limited to, the printing of leaflets, letter heads and compliment slips, business cards and annual reports for example. The contract will include the delivery of printed material to a minimum of one delivery point.
5) Working in partnership with the Group’s Communication team to deliver continuous improvement in the Group’s communication methods and maximise the benefits of the latest developments in communications technology. The appointed designer / company will also need to work with the Group to ensure the Group’s identity maintains a contemporary, fresh approach
6) Provision of a ‘guardian’ service for the Group brand, whereby a system to ensure consistency and quality can be identified.
7) The Group may require the successful designer / company to provide printing, packing and postage of tenant newsletters to each of our tenants’ households. This is an option under Lot 1 which will be discussed and agreed with the successful company, if required.
8) Any other associated print requirements.
Further information on the type of work required is provided in the PQQ documents.
2)Common procurement vocabulary (CPV)

79822500, 79800000, 79810000, 79823000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Bulk Printing, Packing and Postage

1)Short description

The Group requires a bulk print provider to be able to print, pack and post specific documentation for delivery to its tenants.
Service to include:
1. Provision of bulk printing requirements for the Group, including but not limited to: high volume, monthly printing of service charge letters; rent statements, rent increase letters.
2. Availability of a variety of print options. This should include, but not be limited to: full colour, two colour and black and white copies; high quality finishes, e.g. high or soft gloss; matt finishes; recycled paper options; various paper / finished product sizing options.
3. Provision of a print solution that is able to identify individual document lengths within an electronic file and print accordingly. Electronic files may contain a mix of single / double side and multiple page documents, which will need to be printed in the specified format.
4. Provision of full postage / delivery service, including all packaging, for all finished products, to be included in overall costs. Letters and statements etc. must be able to be delivered direct to tenants, not returned to the Group for posting.
5. The Group may require the successful printer to provide printing, packing and postage of tenant newsletters to each of our tenants’ households. This is an option under Lot 2 which will be discussed and agreed with the successful company, if required.
6. Any other associated print requirements.
Further information on the type of work required is provided in the PQQ.
2)Common procurement vocabulary (CPV)

79800000, 79810000, 79823000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 150 000 and 200 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As per PQQ documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr.Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per PQQ documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per PQQ documents.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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

Envisaged minimum number 5: and maximum number 16
Objective criteria for choosing the limited number of candidates: As per PQQ documents.
Between 5 and 8 for each lot.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

FAB/DPS/12
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.9.2012 – 17:00
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
IV.3.8)Conditions for opening tenders

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 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, and the contract will be awarded on the basis of the most economically advantageous tender. GO Reference: GO-2012817-PRO-4165134.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Fabrick Housing Group
2 Hudson Quay, Windward Way
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773600

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Fabrick Housing Group will incorporate a minimum 10 day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Should such additional information be required, please contact the person cited in paragraph 1.1 of this form.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations (SI 2006 no 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (within 3 months from the time the aggrieved party knew, or ought to have known, about the alleged breach).
Where a 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 in to the court may order the setting aside of the contract, may award damages and impose a financial penalty on the Contracting Authority. Damages may also be available to any of the parties involved. The purpose of the standstill period referred to above is to allow parties the opportunity to challenge the award decision made by the Contracting Authority and, where appropriate, issue proceedings against the Contracting Authority which shall have the effect of automatically suspending the contract award procedure until the proceedings have been concluded.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:17.8.2012