External Printing Services Tender

External Printing Services Tender – Torquay

Option A: a Framework to deliver bulk mail fulfilment and/or printing requirements.

United Kingdom-Torquay: Printing and related services

2020/S 006-008736

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Torbay Council
Postal address: Torbay Council Town Hall, Castle Circus
Town: Torquay
NUTS code: UKK42
Postal code: TQ1 3DR
Country: United Kingdom
Contact person: Mr Adam Harmer
E-mail: procurement.team@torbay.gov.uk
Telephone: +44 1803208515

Internet address(es):Main address: http://www.torbay.gov.uk/

Address of the buyer profile: http://www.torbay.gov.uk/

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://procontract.due-north.com/Advert/Index?advertId=f3f91d42-5d2d-ea11-80fc-005056b64545

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Advert/Index?advertId=f3f91d42-5d2d-ea11-80fc-005056b64545

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:

External Printing Services

Reference number: DN455672

II.1.2)Main CPV code

79800000

II.1.3)Type of contract

Services

II.1.4)Short description:

Torbay Council has embarked on a programme to review the way in which its printing requirements and bulk mail fulfilment is managed. The Council is seeking to achieve significant cost savings and increase operational efficiencies through this procurement process and wishes to explore the following outsourcing options to establish which one delivers the best value:

Option A: a framework to deliver bulk mail fulfilment and/or printing requirements; or

Option B: a contract to provide an automated document factory, hybrid mail and bulk mail fulfilment solution; or

Option C: a framework to deliver printing requirements and a contract to provide an automated document factory, hybrid mail and bulk mail fulfilment solution; or

Option D: a contract for a fully managed print service delivering printing requirements, providing an automated document factory, hybrid mail and bulk mail fulfilment solution and supplying all MFDs and related consumables.

II.1.5)Estimated total value

Value excluding VAT: 5 000 000.00 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: 7

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

II.2)Description

II.2.1)Title:

Sub-Lot 1A: Bulk Mail Fulfilment

Lot No: 1A

II.2.2)Additional CPV code(s)

64216120

79824000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current Functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates to bulk mail fulfilment and covers the following: formatted data is sent to a supplier who will print, enclose and send the document(s) to the intended recipient. For example: Council tax bills, benefit notifications, BACS remittances, invoices, purchase orders, summonses, NNDR bills, BID (Business Improvement District) invoices, adult social care billing, housing benefit statements.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award 1 of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1B: Bulk and Jobbing Digital Print

Lot No: 1B

II.2.2)Additional CPV code(s)

79811000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates to bulk and jobbing print services covering, for example: booklets, brochures, flyers, guides, folders, leaflets, letterheads, magazines, NCR pads, newsletters, postcards, posters, stationery, surveys, wallet folders, wire and comb bound books. Sizes up to A3.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1C: Display

Lot No: 1C

II.2.2)Additional CPV code(s)

79823000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates to display printing services covering, for example: A2/A1/A0 posters, outdoor PVC banners, pop-up displays, roller banners, vinyl hoarding boards.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method Statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1D: Envelopes

Lot No: 1D

II.2.2)Additional CPV code(s)

30199710

30199711

30199712

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates envelope printing services covering, for example: C5, C5+ C5- window and non-window envelopes printed either single sided or double sided.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1E: Electoral Printing

Lot No: 1E

II.2.2)Additional CPV code(s)

22821000

30199710

79823000

79824000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates electoral printing services covering, for example: ballot papers, corresponding number lists, electoral registers, household enquiry forms, invitations to register, personalised postal vote envelopes, poll cards.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1F: Parking Stationery

Lot No: 1F

II.2.2)Additional CPV code(s)

22822000

79811000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates to parking stationery printing services covering, for example: PCN rolls, PCN envelopes, paper parking permits, permit holders, scratch-card parking permits, time clocks (examples provided at Appendix Q – Example parking stationery).

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Sub-Lot 1G: Pay and Display Parking Tickets

Lot No: 1G

II.2.2)Additional CPV code(s)

22459000

79810000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of establishing a framework of experienced service providers for bulk mail fulfilment and the provision of a wide range of mono and colour printed material for the Council. Details of the current printing service can be found in Appendix E – Current functionality. Suppliers’ systems must be compatible with the Council’s existing technical infrastructure. Providers will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

This sub-lot relates to provision of pay and display parking tickets in line with he following requirements: dimensions: 101,6 mm x 57 mm; non-adhesive; perforation 24 mm from right-hand edge; black text and ticket number on front side, colour advertising printed on reverse side; supplied on a 300 m thermal roll rolled with front side facing out, reverse side facing in.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Lot 2: Automated Document Factory, Hybrid Mail and Bulk Mail Fulfilment

Lot No: 2

II.2.2)Additional CPV code(s)

79571000

79820000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of appointing a single service provider to provide an automated document factory, hybrid mail and bulk mail fulfilment solution. Details of the current printing service can be found in Appendix E – Current functionality. The provider’s systems must be compatible with the Council’s existing technical infrastructure. The solution will not include the provision of a design capability as the Council will retain its in-house design facility. All printing instructions will need to be undertaken by the suppliers themselves using their own print machinery (excluding jobs where the Council provides written consent for sub-contracting).

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

Duration in months: 96

This contract is subject to renewal: yes

Description of renewals:

The contract will be for an initial term of 48 months with an option to extend for up to a further 48 months.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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:

Lot 3: Fully Managed Print Service

Lot No: 3

II.2.2)Additional CPV code(s)

30121100

50313100

50313200

79571000

79800000

II.2.3)Place of performance

NUTS code: UKK42

II.2.4)Description of the procurement:

Torbay Council are exploring the option of appointing a single partner provider to provide a fully managed print service comprising of, but not limited to, the following core printing services:

— printing services,

— automated document factory, hybrid mail and bulk mail fulfilment, and

— multi-functional devices (MFDs).

Details of the current printing service can be found in in Appendix E – Current functionality. The provider’s systems must be compatible with the Council’s existing technical infrastructure. The fully managed print service will not include the provision of an in-house mail service or a design capability as the Council will retain its in-house provision. The fully managed print service will not include the provision of copier paper for use in MFDs, however should the Council require the provider to source paper on their behalf, then the provider shall do so via compliant routes as instructed by the Council.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Method statements / Weighting: 30

Price – Weighting: 70

II.2.6)Estimated value

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

End: 28/02/2033

This contract is subject to renewal: yes

Description of renewals:

The initial term of the contract will be from the commencement date until 28.2.2026, with an option to extend for a period of up to 84 further months. The extension periods may be for a duration of 12, 60 or 72 months, dependent upon leasing options in relation to the MFD equipment.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

Torbay Council reserves the right to award one of the following options, or to make no award at all:

1) All/some of Sub-Lots 1A to 1G of Lot 1; or

2) Lot 2 only; or

3) All/some of Sub-Lots 1B to 1G of Lot 1 and Lot 2; or

4) Lot 3 and Sub-Lots 1F and/or 1G of Lot 1.

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

III.1.2)Economic and financial standing

III.1.3)Technical and professional ability

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:

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

The procurement involves the establishment of a framework agreement

Framework agreement with several operators

Envisaged maximum number of participants to the framework agreement: 27

In the case of framework agreements, provide justification for any duration exceeding 4 years:

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: 06/03/2020

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:

English

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

IV.2.7)Conditions for opening of tenders

Date: 06/03/2020

Local time: 12:05

Place:

Torbay Council offices.

Information about authorised persons and opening procedure:

The tender will be opened by an approved independent verifier in the presence of a member of the procurement team.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

If Lot 1 is awarded the framework may be re-procured in 48 months time.

If Lot 2 is awarded the contract may be re-procured in 48 or 96 months time.

If Lot 3 is awarded the contract may be re-procured between 66 and 210 months time.

VI.2)Information about electronic workflows

VI.3)Additional information:

The estimated total value shown has been calculated as the annual contract value for Lot 3 of 380 000 GBP over the maximum total duration of 151 months.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Legal Services
Postal address: Torbay Council, Town Hall, Castle Circus
Town: Torquay
Postal code: TQ1 3DR
Country: United Kingdom

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:

06/01/2020