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
Directive 2014/24/EU
Section I: Contracting authority
I.1)Name and addresses
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
Address of the buyer profile: http://www.torbay.gov.uk/
I.3)Communication
I.4)Type of the contracting authority
I.5)Main activity
Section II: Object
II.1.1)Title:
External Printing Services
II.1.2)Main CPV code
II.1.3)Type of contract
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
II.1.6)Information about 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.2.1)Title:
Sub-Lot 1A: Bulk Mail Fulfilment
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1B: Bulk and Jobbing Digital Print
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1C: Display
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1D: Envelopes
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1E: Electoral Printing
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1F: Parking Stationery
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Sub-Lot 1G: Pay and Display Parking Tickets
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.10)Information about variants
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Lot 2: Automated Document Factory, Hybrid Mail and Bulk Mail Fulfilment
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
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
II.2.11)Information about 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.2.13)Information about European Union funds
II.2.1)Title:
Lot 3: Fully Managed Print Service
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
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
II.2.11)Information about 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.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.7)Conditions for opening of tenders
Torbay Council offices.
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
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.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.4.1)Review body
Postal address: Torbay Council, Town Hall, Castle Circus
Town: Torquay
Postal code: TQ1 3DR
Country: United Kingdom
VI.5)Date of dispatch of this notice:
