Graphic Design Tender with Requirement for Printing and Mailing

Graphic Design Tender with Requirement for Printing and Mailing

(i) Managed Print Services, (ii) Graphic Design/Print Management and, (iii) Hybrid Mail/Mail Fulfilment Services.

UK-Newark: printing and related services

2012/S 79-129968

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Newark and Sherwood District Council
Kelham Hall Newark Nottinghamshire
Contact point(s): Newark and Sherwood District Council
For the attention of: Mark Henry
NG23 5QX Newark
Telephone: +44 1636655591

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Provision of:
(i) Managed Print Services,
(ii) Graphic Design/Print Management and,
(iii) Hybrid Mail/Mail Fulfilment Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

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: Within the district of Newark and Sherwood.
NUTS code UKF15

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Provision of Managed Print Services, Graphic Design/Print Management and Hybrid Mail Services to meet the future needs and demands of Newark and Sherwood District Council and Newark and Sherwood Homes.
II.1.6)Common procurement vocabulary (CPV)

79800000, 79810000, 79811000, 79820000, 79822400, 79822500, 79824000, 30121100, 30121200, 30232110, 30232150, 50313200, 48223000, 64216120, 72412000, 72512000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
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:

In recognition of the growing trend towards Managed Document Services, Newark and Sherwood District Council (NSDC) and Newark and Sherwood Homes Ltd (NSH) have jointly embarked on a programme to review the way in which all printed matter is produced and distributed (both internally and externally) by adopting a more holistic approach that encompasses every aspect of the printing and document imaging needs of both organisations. This programme is being conducted in parallel with two other key corporate projects, namely the procurement and implementation of an Electronic Document and Records Management System (EDRMS) and the introduction of a SMART Working Policy that will lead to Council staff adopting increasingly flexible work styles including mobile working and homeworking.
The contract is for the provision of a fully managed service covering the following three areas of operation:
i. Managed Print Services: in-house print, copy and scan functions utilising multi-functional devices (MFDs) and desktop printers.
ii. Hybrid Mail solution: provision of an external facility to manage the remote printing and fulfilment of external business correspondence (including a sort and post service).
iii. External Print Management (incl. print design) through an online portal NSDC & NSH are jointly seeking to deliver significant productivity gains and to reduce operating costs by partnering with a single Service Provider to deliver all of the above services.
By coordinating the activities & outputs of their existing Mail Room, Print Room, MFD/desktop printer fleets and externalised Design & Print and integrating them with other document processes such as front-end scanning and electronic archiving, NSDC & NSH expect the successful Service Provider to realise significant productivity gains and cost reductions; and by removing the need to print and fulfil the majority of business documents from within the local office environment and transferring the management of all printing, fulfilment and mail distribution processes to a single specialist external service provider, NSDC & NSH expect the following additional benefits to be delivered:
a) A significant reduction in the amount spent on paper, printing and mail distribution as well as the amount of staff time devoted to carrying out administrative printing and distribution duties,
b) Better Use of Resources – elimination of manual tasks, freeing up time for staff to focus on core activities,
c) Accurate online MI Reporting and One-Bill Invoicing – all print costs are brought together in a single invoice, allowing ease of budgeting, cross-billing and transparency; ability to accurately measure the cost of individual print jobs,
d) Improve the Council’s print management and document workflow processes,
e) Reduced production times and storage costs,
f) Enhanced brand image,
g) Improved data security and control,
h) Ability to better understand and improve each organisation’s environmental rating.
The successful Service Provider will be expected to recommend a service delivery model that will deliver demonstrable cost savings, reduce the size of the operational Carbon Footprint and add further value by introducing software solutions that allow NSDC & NSH to monitor and control their total print usage and spend. This will require an evaluation of the effectiveness of each organization’s current print strategy as well as an assessment of what it is costing them from a Total Cost of Ownership perspective.
Estimated value excluding VAT:
Range: between 1 200 000,00 and 2 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for an initial 3-year period with an option to extend by 2 further separate periods of 12 months dependent on satisfactory performance.
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
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:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: Any tender may be rejected from a company/organisation who inter alia:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authority can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2 of Council Framework Decision 2008/841/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Financial checks will be undertaken for economic operators using the Council’s current financial assessors Equifax. Economic operators will be assessed according to the level of risk stipulated by Equifax. Any economic operator being given an above average (or lower) risk rating may be disqualified.
The organisation should hold as a minimum the following insurance levels or be able to provide with their response a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public liability 5 000 000 GBP;
Employers liability 5 000 000 GBP;
Professional indemnity 2 000 000 GBP.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Completion of Pre-Qualification Questionnaire document and provision of any supporting documentation requested therein.The Pre-Qualification Questionnaire (PQQ) will set out the information which is required by the Authority in order to assess the suitability of bidders in terms of their technical knowledge and experience, capability/capacity,organisational and financial standing to meet the requirements. The intention is to arrive at a short list with a maximum of 5 candidates being invited to tender. The short list will be made up of the top scoring bidders at the PQQ stage.
Bidders’ responses to the ITT will be evaluated based on declared evaluation criteria and further investigations and due diligence carried out to ascertain whether the bidders can deliver their proposed solutions.
Two companies will then be short-listed and invited to develop a Proof of Concept document and ROI model. Both suppliers will be given the opportunity to carry out a preliminary due diligence exercise with limited access to information and documentation needed to verify certain key assumptions (a comprehensive due diligence exercise will be conducted with the preferred supplier once selected).
Minimum level(s) of standards possibly required:
There is a minimum requirement for the supplier to be able to offer, implement and have operational a Hybrid Mail solution from the first day of the agreement.
There is a minimum requirement that the hybrid mail solution must have controls in place to ensure all letters are posted as second class (or equivalent) unless there are exceptional circumstances or rules that dictate the letter must go as first class.
There is a minimum requirement that suppliers will provide a demonstration of their proposed hybrid mail solution.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged minimum number 2: and maximum number 5
Objective criteria for choosing the limited number of candidates: Financial status & stability, technical capacity, quality management, data security, equalities and diversity, health & safety, environment and sustainability, business continuity management.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

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

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: 21.5.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

28.5.2012 – 12:00
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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Newark and Sherwood District Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated by electronic means to tenderers. The standstill notice will include:
(a) the criteria for the award of the contract,
(b) the full reasons for the award decision (including the characterisitics & relative advantages of the successful tender),
(c) the identity of the successful tenderer,
(d) the score obtained by the economic operator which is to receive the notice and the score obtained by the economic operator to be awarded the contract and,
(e) when the standstill period is expected to end or the date before which the Council will not enter into the contract.
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. Regulation 47D(2) of the Public Contracts (Amendment) Regulations 2009 require any proceedings to be commenced within three months, beginning with the date when the claimants became aware that they could make a claim or ought to have been so aware.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: