Cabinet Office Printing Framework

Liverpool: printing and related services

Multifunctional Devices and Services, Managed Print Services and Print Audit Services.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cabinet Office, as represented by Government Procurement Service a trading fund of the Cabinet Office.
9th Floor, The Capital, Old Hall Street
L3 9PP Liverpool
UNITED KINGDOM
Telephone: +44 3454102222
E-mail: supplier@buyingsolutions.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.buyingsolutions.gov.uk

 

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

 

I.3)Main activity

Other: Public Procurement

 

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:

Multifunctional Devices and Services, Managed Print Services and Print Audit 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
Main site or location of works, place of delivery or of performance: Primarily UK (including Northern Ireland and Scottish Islands) with some requirement overseas.
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: 24
Duration of the framework agreementDuration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 704 000 000,00 and 904 000 000,00 GBP

 

II.1.5)Short description of the contract or purchase(s)

Government Procurement Service as the Contracting Authority is putting in place a Pan Government Collaborative Framework Agreement for use by UK public sector bodies identified at VI.3 (and any future successors to these organisations), which include Central Government Departments and their Arms Lengths Bodies and Agencies, Non Departmental Public Bodies, Devolved Administrations, NHS bodies, Educational Establishments, the Emergency Services Charity and Third Sector, Housing and Local Authorities.
The above Public Sector Bodies have a need for Multifunctional Devices and Services, Managed Print Services and Print Audit Services.
The new Framework Agreements are targeted at two different segments of the market namely, small customers who have quite simple requirements ie print, copy, scan and fax, and larger customers who have more complex requirements ie independent advice, networked/managed print solutions up to and including full outsourcing.
Government Procurement Service reserves the right for an electronic auction to be held by Public Sector bodies during further competition among the parties to the Framework Agreement(s).
Government Procurement Service as the Contracting Authority along with resource from YPO (Yorkshire Purchasing Organisation) and ESPO (Eastern Shires Purchasing Organisation) is procuring the MFD and Services (including Print Room), Managed Print Services and Print Audit Services Contract.
The Multifunctional Devices and Services, Managed Print Services and Print Audit Services Framework Agreement shall consist of the following four Lots:
— Lot 1 – involves the supply and delivery of a limited offering of individual devices with a standard configuration available from a single supplier (1),
— Lot 2 – involves the supply and delivery of a wider offering of devices and solutions across the supplier’s range that would be available from a number of suppliers (4),
— Lot 3 – involves the provision of the full range of Managed Print Services up to and including fully outsourced solutions that would be available from a number of suppliers (4),
— Lot 4 – involves the provision of independent print audits that would be available from a number of suppliers (maximum of 15).

 

II.1.6)Common procurement vocabulary (CPV)

79800000, 30121300, 79810000, 79821000, 79811000, 50313100, 30100000, 79521000, 30125000, 50310000, 79820000, 79311000, 30121200, 72228000, 30123000, 50313200, 79212200, 30121100, 79311200, 30192400, 30121000, 79212000, 50313000, 72512000, 79131000

 

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:

Estimated value excluding VAT:
Range: between 704 000 000,00 and 904 000 000,00 GBP

 

II.2.2)Information about options

Options: yes
Description of these options: The Authority reserves the right to extend some Lots but not necessarily all of the Lots.

 

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: Limited Range of Standard Specification Multifunctional Devices and Services

1)Short description

Involves the supply, delivery and service of a limited offering of individual Multi-functional devices with a standard configuration available from a single supplier.

 

2)Common procurement vocabulary (CPV)

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

 

3)Quantity or scope

The Authority will award a single framework to a supplier that can supply a range of mono, colour and colour-capable pre-specified products ranging from small multi-functional devices to large office based free standing multi-functional devices, networked ready.
— mono and colour-capable MFDs, all with standard network interfaces,
— consumables including toner and staples (but not paper),
— maintenance and support, including training (on-site),
— finance relating to the payment configuration, including fixed term lease, and cost per print.
Please see ITT documentation for further details.
Estimated value excluding VAT:
Range: between 150 000 000,00 and 190 000 000,00 GBP

 

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

 

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.
Although the duration of the framework agreement is declared as 4 years, please note that:
Lot 1 (single supplier lot) is for a period of 2 yrs (24 months) with the Contracting Authority retaining the unilateral right to extend this lot for a further 2, single year (12 month) periods.

 

Lot No: 2 Lot title: Full Catalogue Offering of Multifunctional Devices and Services, including Print Room

1)Short description

Involves the supply, delivery and service of a wider offering of devices and solutions across the supplier’s range that would be available from a number of suppliers (4).

 

2)Common procurement vocabulary (CPV)

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

 

3)Quantity or scope

— mono, colour and colour-capable MFDs, digital copiers, mono and colour network printers and print room machines, all with standard network interfaces,
— print room services,
— software enabling product management e.g. remote diagnostics,
— push and pull printing software,
— consumables including toner and staples (but not paper),
— auditing software for print management/accounting purposes,
— maintenance and support, including training (on and off-site),
— finance offering the customer flexibility relating to the payment configuration, including lease, rental offerings, and cost per print,
— print assessments (generally provided following award of customer contract).
Please see ITT documentation for further detail.
Estimated value excluding VAT:
Range: between 440 000 000,00 and 570 000 000,00 GBP

 

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

 

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.
Although the duration of the framework agreement is declared as 4 years, please note that:
Lot 2, (multiple supplier lot, max of 4 suppliers is for a period of 2 yrs (24 months) with the Contracting Authority retaining the unilateral right to extend this lot for a further 2, single year (12 month) periods.

 

Lot No: 3 Lot title: Managed Print Services

1)Short description

Involves the provision of the full range of Managed Print Services (normally on-site) up to and including fully outsourced solutions that would be available from a number of suppliers (4).

 

2)Common procurement vocabulary (CPV)

79811000, 30121300, 79810000, 79821000, 50313100, 79521000, 30125000, 50310000, 79820000, 30121200, 50313200, 30121100, 79800000, 30192400, 30121000, 50313000, 72512000, 79131000

 

3)Quantity or scope

The Awarding Authority considers that the core services of a Managed Print Service fall into the following areas:
1. Optimisation of print devices, services and supplies;
2. Supplies management;
3. Proactive maintenance;
4. Management information and billing;
5.Provision of appropriate devices (which will not be owned or leased by the customer).
Estimated value excluding VAT:
Range: between 110 000 000,00 and 140 000 000,00 GBP

 

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

 

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.
Although the duration of the framework agreement is declared as 4 years, please note that:
Lot 3 (multiple supplier lot, max 4 suppliers) is for a duration of 2 yrs (24 months) with the Contracting Authority retaining the unilateral right to extend this lot for a further 2, single year (12 month) periods.

 

Lot No: 4 Lot title: Print Audit Services

1)Short description

Involves the provision of independent print audits that would be available from a number of suppliers (maximum of 15).

 

2)Common procurement vocabulary (CPV)

72228000, 79212200, 79311200, 79212000, 79311000

 

3)Quantity or scope

See ITT documentation.
Estimated value excluding VAT: 4 000 000,00 GBP

 

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

 

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.
Although the duration of the framework agreement is declared as 4 years, please note that:
Lot 4 (multiple supplier lot, max 15 suppliers is for a period of 2 yrs (24 months) with the Contracting Authority retaining the unilateral right to extend this lot for a further 2, single year (12 month) periods.

 

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Participants will be advised if this is necessary during the procurement. Parent company and/or other guarantees of performance and financial liability may be required by Government Procurement Service, ESPO and YPO and individual Contracting Authorities utilising the Framework if considered appropriate.

 

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into the Framework Agreement.

 

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As appropriate, to be set out in the contract documents accompanying the Invitation to Tender.

 

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: Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to an Invitation to Tender (ITT).
Participants must express interest and submit completed ITT documentation using the Government Procurement Service eSourcing portal that can be accessed at www.governmentprocurementservice.bravosolution.co.ukusing the following instructions:1. Navigate to the Portal: https://governmentprocurementservice.bravosolution.co.uk

2. Select the ‘Click here to register!’ link
3. Read, accept the terms and conditions and select ‘continue >>‘
4. Enter the correct business and user details
5. Note the username you chose and select [Save] when complete, then [Close Window]
6. You will be sent an email with a unique password (keep this secure)
7. Login to the Portal with your username/password
8. Select the link ‘ITTs Open to All Suppliers’
9. Select the name of the ITT to access information about the procurement
10. Select the ‘Express Interest’ button (NOTE: This will move the ITT from the open area into the ‘My ITTs’ section)
11. You can now access the published documents from the ‘Buyer Attachments’ area.
For assistance please contact our Helpdesk operated by BravoSolution: Freephone: +44 8003684850 eMail: help@bravosolution.co.uk.

Responses must be published by the date in IV.3.4.

 

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to the ITT.
See the ITT documentation for details – the ITT can be accessed at www.governmentprocurementservice.bravosolution.co.uk.

 

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to the ITT.
See the ITT documentation for details – the ITT can be accessed at www.governmentprocurementservice.bravosolution.co.uk.

 

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

Open

 

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 24
Objective criteria for choosing the limited number of candidates: The criteria used to select those candidates is shown in the Invitation to Tender questionnaire.

 

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: At Framework level in Lot 1 and Lot 3.
Government Procurement Service reserves the right to conduct an electronic auction at the Invitation to Tender (ITT) stage of this procurement. In such instances information will be provided to the Bidders as part of the ITT documentation.

 

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

RM1599

 

IV.3.2)Previous publication(s) concerning the same contract

no

 

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 9.1.2012 – 15:00
Payable documents: no

 

IV.3.4)Time limit for receipt of tenders or requests to participate

9.1.2012 – 15:00

 

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

Date: 9.1.2012 – 15:00
Place:Electronically via e-tendering tool.

Persons authorised to be present at the opening of tenders: no

 

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 intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Potential suppliers should note that, in accordance with the UK Government’s policies on transparency, Government Procurement Service intends to publish the Invitation to Tender (ITT) document, and the text of any Framework Agreement awarded, subject to possible redactions at the discretion of Government Procurement Service. The terms of the proposed Framework Agreement will also permit a public sector contracting authority, awarding a contract under this Framework Agreement, to publish the text of that contract, subject to possible redactions at the discretion of the contracting authority. Further information on transparency can be found at: http://www.buyingsolutions.gov.uk/aboutus/transparency/.The Contracting Authority expressly reserves the right (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the candidates. If the Contracting Authority decides to enter into a Framework Agreement with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential suppliers. Any orders placed under this Framework Agreement will form a separate contract under the scope of this Framework between the supplier and the specific requesting other contracting body. The Contracting Authority and other contracting bodies utilising the Framework reserve the right to use any electronic portal during the life of the agreement.
The duration referenced in Section II.1.4 is for the placing of orders.
The value provided in Section II.1.4 is only an estimate. We cannot guarantee to suppliers any business through this framework agreement.
Government Procurement Service wishes to establish a Framework Agreement for use by the following UK public sector bodies (and any future successors to these organisations):
Central Government Departments, Executive Agencies and NDPBs.
HSC Business Services Organisation
http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm.

Royal Mail Group plc.
Local Authorities http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_AZ_LG)

NDPBs
http://beta.civilservice.gov.uk/jobs/Departments-NDPBs-AtoL/A-to-L.aspx.

National Parks Authorities
http://www.nationalparks.gov.uk/.

Educational Establishments in England and Wales, maintained by the Department forChildren, Schools and Families including Schools, Universities and Colleges but not Independent Schools
http://www.edubase.gov.uk/search.xhtml;jsessionid=4767F89630A039E98FE593093D577013?clear=true.

Police Forces in the United Kingdom
http://www.crimemaps.org.uk/police.php.

Fire and Rescue Services (including Scotland, Wales and Northern Ireland)
http://www.fireservice.co.uk/information/ukfrs.php

NHS Bodies England including Acute Trusts, Ambulance Trusts, Primary Care trusts, Care Trusts, NHS Hospital Trusts, Strategic Health Authorities, Mental Health Trusts, Special Health Authorities, Community Health Councils, Local Health Boards, NHS.
Trusts, including Ambulance Trusts
http://www.dh.gov.uk/en/Aboutus/OrganisationsthatworkwithDH/Armslengthbodies/Categorisationofarmslengthbodies/index.htm

http://www.nhs.uk/servicedirectories/Pages/PrimaryCareTrustListing.aspx

http://www.general-practitioners-uk.co.uk/

Hospices.
Hospices in UK including Scotland, Wales and Northern Ireland
http://www.hauraki.co.uk/hospice_uk/.

Registered Social Landlords (Housing Associations)
http://www.housingcorp.gov.uk/server/show/nav.490

Charities.
Third Sector organisations whose activities involve the delivery of public services.
Citizens Advice
http://www.citizensadvice.org.uk/index/aboutus/citizens_advice_offices.htm.

Scottish Public Bodies.
Scottish Government
http://www.scotland.gov.uk/Home.

Scottish Local Authorities
http://www.scotland-excel.org.uk/index.asp.

Scottish Agencies, NDPBs
http://www.cgcopescotland.gov.uk/cgcope/43.html.

Scottish NHS Bodies
http://www.show.scot.nhs.uk/organisations/index.html.

Scottish Further and Higher Education Bodies
http://www.sfc.ac.uk/about_the_council/council_funded_institutions/council_funded_institutions.aspx.

Scottish Police
http://www.scottish.police.uk/.

Scottish Fire and Rescue
http://www.dontgivefireahome.com/fire_safety/1347.html.

Scottish Housing Associations
http://www.sfha.co.uk/index.php?pg=15.

Scottish Parliament
http://www.scottish.parliament.uk/corporate/spcb/index.htm.

The Scotland Office
http://www.scotlandoffice.gov.uk/scotlandoffice/10786.html.

Scotland Citizens Advice
http://www.cas.org.uk/casoffices.aspx.

Scottish Schools.
Primary Schools
http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=isprimaryschool&bSubmit=1&Submit=Search.

Secondary Schools
http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=issecondaryschool&bSubmit=1&Submit=Search.

Special Schools
http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=isspecial&bSubmit=1&Submit=Search.

Welsh Public Bodies National Assembly for Wales, Welsh Assembly Government and Welsh
Local Authorities
http://www.assemblywales.org/abthome/abt-links.htm

http://new.wales.gov.uk/?lang=en

https://www.sell2wales.co.uk/help/2158.html.

NHS Wales
http://www.wales.nhs.uk/catorgs.cfm#1.

NHS Wales GP Practices
http://www.nhsdirect.wales.nhs.uk/small/en/home/healthinformation/usefulpatientinformation/localhealthboards.

NI Public Bodies.
Northern Ireland Government Departments
http://www.northernireland.gov.uk/gov.htm

http://www.dfpni.gov.uk/list-of-bodies-proc-pol-applies-june_2011.pdf

Northern Ireland Public Sector Bodies and Local Authorities
http://www.northernireland.gov.uk/az2.htm.

Schools in Northern Ireland
http://www.denidata.nics.gov.uk/appinstitutes/instmain.aspx.

Further and Higher Education in Northern Ireland
http://www.unixl.com/info/northern-ireland.htm.

Northern Ireland Housing Executive
http://www.nihe.gov.uk.

Health and Social care in Northern Ireland
http://www.hscni.net/index.php?link=hospitals

http://www.hscni.net/index.php?link=boards

http://www.hscni.net/index.php?link=agencies

http://www.hscni.net/index.php?link=councils

http://www.centralservicesagency.com/files/currentmedicallists/file/Northern%20Ireland%20Practice%20List.xls

Police Service of Northern Ireland
http://www.police-information.co.uk/policedirectory/view.php?id=31&page=0&cat=6&subcat=31&subsubcat=0.

Citizens Advice Northern Ireland
http://www.citizensadvice.co.uk/en/Where-We-Are/Bureaus/

http://www.citizensadvice.co.uk/en/About-Us/Contact/.

 

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

DRS-CIArb, on behalf of the Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
UNITED KINGDOM
E-mail: padre@drs-ciarb.com
Telephone: +44 8452707055
Internet address: www.padre.org.uk

 

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

 

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.11.2011