Derby City Council Tender for Bulk Mailing and Printing Services

Derby City Council Tender for Bulk Mailing and Printing Services

Lot 1 is for the supply of bulk mailing and printing services in respect of the production and dispatch of a range of documents.

United Kingdom-Derby: Printing and distribution services

2019/S 148-364722

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Derby City Council
Corporation Street
Derby
DE1 2FS
United Kingdom
Contact person: Samina Rashid
Telephone: +44 1332640768
E-mail: samina.rashid@derby.gov.uk
NUTS code: UKF11
Internet address(es):Main address: www.derby.gov.uk

Address of the buyer profile: http://eastmidstenders.org

I.2)Information about joint procurement

I.3)Communication

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

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

The Provision of Bulk Mailing and Printing Services

Reference number: TD1457

II.1.2)Main CPV code

79824000

II.1.3)Type of contract

Services

II.1.4)Short description:

The tender is split in to 2 lots, and service providers can bid for both or just 1 lot.

Lot 1 is for the supply of bulk mailing and printing services in respect of the production and dispatch of a range of documents.

Lot 2 is for the supply of elections and electoral bulk mailing and printing services. The specification details various election and print scenarios that could occur in the first 2 years of the initial term.

II.1.5)Estimated total value

Value excluding VAT: 1 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
II.2)Description

II.2.1)Title:

The Supply of Bulk Mailing and Printing Services

Lot No: 1

II.2.2)Additional CPV code(s)

79824000

II.2.3)Place of performance

NUTS code: UKF11
Main site or place of performance:

Derby City Council

II.2.4)Description of the procurement:

The documents to be produced and dispatched will predominantly include Council tax, business rates and Business improvement district (BID) bills, reminders, summonses and liability orders, along with benefit notification letters. Annual billing in February/March each year is the largest single requirement and of the highest importance. All documents must be produced and dispatched to strict deadlines and according to statutory legislation.

The documents generally contain some personalised variable information, for example, payee’s name and address, charge details and instalment details. Other information is fixed, for example, payment facilities, statutory information about the charges and about the Council’s budgets.

There may also be the requirement during the contract period for the Council to place orders with the service provider to produce ad hoc bulk mailings, for example bills, invoices and associated letters, for other services within the Council and Derby Homes Ltd, an Arm’s Length Management Organisation (ALMO) and social housing provider.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 900 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

There are 2 options to extend in annual increments.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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
II.2)Description

II.2.1)Title:

The Supply of Elections and Electoral Bulk Mailing and Printing Services

Lot No: 2

II.2.2)Additional CPV code(s)

22821000

II.2.3)Place of performance

NUTS code: UKF11
Main site or place of performance:

Derby City Council.

II.2.4)Description of the procurement:

The specification details various election and print scenarios that the Council reasonably expect could occur during the first 2 years of the initial term.

— the combined Local and Police and Crime Commissioner election to be held on Thursday 7.5.2020,

— a potential city wide local election,

— a potential unplanned referendum or parliamentary election,

— a potential ward by election,

— printing of annual canvass and ongoing registration forms.

Derby City Council currently elects its city councillors by thirds which means it has elections each year for 3 years in a 4 year cycle. Year 4 is a fallow year. The current cycle of local elections runs from May 2018 to May 2020. The next fallow year will be 2021.

The service provider must have a single point of contact during the whole production process who is able to resolve any issues should they arise. We will need to agree all timescales and deadlines in advance of each election/referendum.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 350 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

There are 2 options to extend in annual increments.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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:

Selection criteria as stated in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:

Conditions relating to environmental and social requirements of the contracting authority may be included in this contract. The details are to be provided in the procurement documents.

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

Section IV: Procedure

IV.1)Description

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: 30/08/2019
Local time: 09:00
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:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 30/08/2019
Local time: 12:30

Section VI: Complementary information

VI.1)Information about recurrence

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

At the end of the contract period in 4 years time from the commencement date of the contract.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

This tender is being managed electronically. Please go to www.sourcederbyshire.co.uk and look for the contract advert under ‘live contracts’ section, select the relevant contract notice. Select the ‘apply online’ link in the bottom right hand corner of the contract notice. This will transfer you to the Council’s e-tendering system at https://www.eastmidstenders.org where you can express interest and obtain the documents. To access the tender documentation and to be able to submit your response, you must first register your organisation on EastMids Tenders (unless you have done this previously).

Please note we will only accept expressions of interest/tender returns through the East Mids Tenders e-tendering system.

To register:

On the opportunities portal home page (https://www.eastmidstenders.org) there is an option to ‘Register’ link in the top right hand corner of the screen, click this to begin the registration process, which is step by step where you need to enter your details and your own company’s’ details. Further information can be found in the user guide ‘how to do business on the portal’ which can be found in the ‘Help’ section at the top right of the homepage. Once you have received the 2 system generated emails confirming your user name and password you can search for new opportunities from the supplier home page.

To search:

On the opportunities portal home page (https://www.eastmidstenders.org), click on ‘view opportunities’. On the ‘Find Opportunities’ page you can narrow your search. The ‘Organisation’ field allows the organisation you are searching on to be chosen. Click the arrow to bring a drop down menu displaying the various organisations. Select ‘Derby City Council’, then click on the ‘Update’ button to return the results. This will then return all the opportunities that are applicable to Derby City Council. You can narrow the search further using the ‘keyword’ option. To view the further details of the opportunity, click the corresponding contract title and click on the login and register interest button and login to the EastMids Tenders system to start the tender process. The EastMids Tenders system is a very secure site and is simple to use. However, if this is the first time you will be using the system for submitting documents you should read the comprehensive ProContract reference guides which will provide the guidance required by clicking the ‘Help’ icon that is located on the home page on the top right of the East Mids tenders system.

Once you have registered your interest, the tender information will be moved to, and can be found on, the ‘My Opportunities’ page on the EastMidsTenders page once you are logged in. You will be able to view and download the documents for completion, along with instructions on how to make a submission.

VI.4)Procedures for review

VI.4.1)Review body

Derby City Council
Derby
DE1 2FS
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The contracting authority will incorporate a minimum 10 calendar days standstill period following electronic notification (minimum of 15 calendar days for any other means of communication) to tenderers of the award decision. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2015 (Si 2015 No 102) 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 (generally within 3 months). 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 only award damages. The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

31/07/2019