Annual Billing 2013

Annual Billing 2013

SCDC undertakes a process of Annual Billing 2013 for local taxation. This consists of sending Council Tax and Business Rate Demand Notices and Benefit Notification Letters with associated documentation.

REFERENCE annualbilling1

Awarding body South Cambridgeshire District Council

Est. value

£30,000

Est. Start Date: 02/01/2014
Est. End Date: 31/03/2016

Description

SCDC undertakes a process of Annual Billing 2013 for local taxation. This consists of sending Council Tax and Business Rate Demand Notices and Benefit Notification Letters with associated documentation. The estimated contract value is between £25k to £30k over the initial 3 year term.

The staff within your organisation nominated for this work must be of a status appropriate to this type of work, suitably qualified and experienced, with a thorough knowledge of the handling of data files, printing and distribution of large volume, confidential print runs including current regulations and law. Close working with Council Staff and (possibly other consultants) will be required.

Your assessment of the work required and your approach to key tasks, including but not necessarily restricted to:

SCDC will arrange to send a data file in an agreed format. The data will contain personnel details of the residents and businesses of South Cambridgeshire District. Your company will be expected to treat this information with the upmost care ensuring that privacy and confidentiality is assured. Best endeavours must be taken with your approach to security and protection of this data.

The data supplied shall be printed in an agreed format compiling with local taxation legislation. The resulting demands should then be posted directly to the recipient inline with an agreed timetable.

All testing and print preparation must be completed in readiness for the setting at the Council Tax that is anticipated to be the end of February with a delivery date of 14th March of the production year. Sample testing must be representative of the batch.

The supplier shall ensure that the resulting demands printed are accurate, legible, readable and in the agreed format. Items will be sampled and if they fail this test then the batch shall be rejected. The responsibility is with the printers to ensure that any errors are corrected within the aforementioned timescale.

Details of the individuals who would be assigned to the project, their roles and directly relevant experience, together with an assurance of their ability to give priority to this project.

The volume and description of the items to be printed/posted is as follows:

Description Quantity
A4 Council Tax Direct Debit Mandate 20,000
A4 NNDR Billing Stationery 20,000
Council Tax Mailing envelopes 65,000
A3 Combined Bill & Direct Debit Mandate 11,000
Council Tax Benefit Change of Circumstances 4,500
Do Not Reply Benefit envelopes 5,000
Council Tax A4 Billing Stationery 170,000
Data programming, scripting, laser set up & proofing 1
Laser, enclose & mail Direct Debit file to A4 Billing form 52,000
Laser, enclose & mail Cash payers file to A3 stationery 11,000
Delivery of NNDR Bills & Direct Debit Mandates to SCDC 1

The contract is set for a period of a 3 year term with the option to extend for each and every year for a further 2 year term.

At least three organisations for whom you have recently acted/are currently acting in a similar capacity and who may be approached for references.

Management

The supplier shall be expected to manage the production process in order to meet the above stated timelines. Where there are delays or unexpected circumstances where reasonable the supplier shall be expected to make suitable arrangements to rectify the situation and remove the obstacle of any resulting delays.

Timescale

SCDC is seeking final Tender submissions by 16/08/2013 no later than 13:00 hours. Sealed bids must be returned by post or hand delivered. Electronic or late submissions shall be automatically rejected.

If you have picked this advert up from a generic portal site please note that the documents are available to download from soruce cambridgeshire from this link:
http://www.sourcecambridgeshire.co.uk/contracts/show/id/8729
 

Associated Documents

These documents are for information only. Please follow instructions for registration and receipt of full tender/quotation documentation.

 

Additional information

Contract Type One off
Procurement Process Open Tender
Option to extend 2 years see documentation
Estimated ValueText Description The estimated contract value is between £25k to £30k over the initial 3 year term.
Category Printing,
CPV codes 79000000,
Suitable for SME YES

Document Available Until

13 August 2013

24 days

Submission Return By

16 August 2013

27 days

extend contract options:

2 years see documentation

Contact Details

South Cambridgeshire District Council
Sean Missin
01954713378

This contract is being managed by South Cambridgeshire District Council . To request documentation contact sean.missin@scambs.gov.uk