Mail Screening Services Tender

Mail Screening Services Tender

The Scottish Parliamentary Corporate Body and the Scottish Government require a contractor to provide mail screening services for all items of mail.

United Kingdom-Edinburgh: Mail delivery services

2018/S 039-085324

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Edinburgh
EH99 1SP
United Kingdom
Contact person: Alison Duff
Telephone: +44 7580801846
E-mail: alison.duff@gov.scot
NUTS code: UK

I.1)Name and addresses

Scottish Government
Victoria Quay, Leith
Edinburgh
EH6 6QQ
United Kingdom
Telephone: +44 1312447556
E-mail: alison.duff@gov.soct
NUTS code: UKMInternet address(es):Main address: http://www.scotland.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482

I.2)Joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Devolved Parliament

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Mail Screening Services

Reference number: NIC/SER/395

II.1.2)Main CPV code

64121100

II.1.3)Type of contract

Services

II.1.4)Short description:

The Scottish Parliamentary Corporate Body (SPCB) and the Scottish Government (SG) require a contractor to provide mail screening services for all items of mail to be delivered to nominated sites in Edinburgh, Glasgow, Kinlochleven and London. The contractor shall be responsible for the security of the mail from the point of collection from the public mail carrier up to the delivery of screened mail to the nominated SPCB and SG designated sites.

II.1.5)Estimated total value

Value excluding VAT: 1 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

64121100

II.2.3)Place of performance

NUTS code: UKM75
Main site or place of performance:

Edinburgh, Glasgow, Kinlochleven and London.

II.2.4)Description of the procurement:

The Scottish Parliamentary Corporate Body (SPCB) and the Scottish Government (SG) require the services of a contractor to provide mail screening service from the point where the contractor collects the mail items from the public mail carrier to end delivery of the screened mail to SPCB and SG designated sites. The contractor must screen the mail to Screening Level 2 as set out in PAS97:2015, also including external visual inspection of every mail items. The contractor will be required to screen for hazardous, dangerous and offensive items including but not limited to explosive or incendiary devices, sharp objects or blades, offensive materials, chemical, biological or radiological (CBR) materials or devices and to deliver the mail securely to the Scottish Parliament’s and Scottish Government’s designated locations. The services include:

— collection and transportation of all mail items from the public mail carrier,

— secure screening of mail at the contractor’s facility,

— timely and secure delivery of all screened mail items to the SPCB and SG designated sites detailed in the tender documents.

Full details of the services are contained in the specification in the tender documents.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Technical / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 1 500 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Up to 24 months extension is available at the discretion of the SPCB and SG.

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:

4A.1 if required by the member state, tenderers are required to be enrolled in the relevant professional or trade registers within the country in which they are established. Tenderers should indicate the required registration and relevant body in which they are established.

4A.1.1 Tenderers are required to indicate if relevant documentation is available electronically.

4A.2 Where it is required, within a tenderer’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service. Tenderers must confirm that they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

The Scottish Parliamentary Corporate Body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of tenderers. Tenderers are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at http://www.creditsafe.com/products/business-credit-reports/

If a tenderer does not agree with the credit rating it has been given by Creditsafe it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a tenderer is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.

Tenderers should have a Creditsafe credit rating of 30 or higher to demonstrate satisfactory financial standing. If a tenderer has a lower credit rating score and has the backing of a parent company with a credit rating of 30 or higher, then the provision of a Parent Company Guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the tender may be rejected.

Minimum level(s) of standards possibly required:

With reference to ESPD questions 4B.5.1 and 4B.5.2 – it is a requirement that tenderers hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

— Employers'(Compulsory) Liability Insurance of GBP 5 000 000.

— Professional Indemnity Insurance of GBP 1 000 000.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Please refer to these statements when completing section 4C and 4D of the ESPD (Scotland).

Minimum level(s) of standards possibly required:

4C.1.2: The tenderer will be required to provide relevant examples to demonstrate their experience and knowledge to deliver the services as described in the Specification. Your response should make reference to the screening level in line with PAS97:2015 and describe all elements of the end to end mail screening services provided.

4D.1: The tenderer must hold and maintain for the period of the contract a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

4D.1: The tenderer must hold and maintain for the period of the contract a UKAS(or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent certificate.

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:

In order to ensure the highest standards of service quality in this contract the SPCB and SG require the contractor to take a positive approach to fair work practices.

The contract will be subject to a performance management system with KPIs.

Full details of all performance conditions are documented in the Specification document within the tender documentation.

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: 28/03/2018
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

Tender must be valid until: 31/07/2018

IV.2.7)Conditions for opening of tenders

Date: 28/03/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

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

Approximately 12 months prior to the end of the Contract Term of any subsequently awarded contract.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

With reference to ESPD questions 2A.17 and 2C — please ensure that all participants provide a separate ESPD. Where the tenderer relies upon the capacity of a specific Key Subcontractor to meet the minimum requirements stated in the Contract Notice, the Key Subcontractors will be requested to complete an ESPD (Scotland) as part of the tender stage.

Question scoring methodology for ESPD Selection Criteria.

Part IV: “Selection Criteria” of the ESPD shall be scored on a pass/fail basis with the exception of Question ref 4C.1.2 which will be scored as shown further below:

Questions in this ESPD are not weighted.

If any question subject to “pass/fail” scoring be scored “fail” the entire bid may be set aside and taken no further in the competition.

If Question ref 4C.1.2, which shall be subject to the “Evaluation Criteria for Selection” is marked below “2 – Acceptable” the bid maybe set aside and taken no further in the competition.

Evaluation Criteria for Selection Criteria Question reference 4C.1.2:

0) Unacceptable — Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1) Poor — Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient / limited detail or explanation to demonstrate previous relevant experience / capacity / capability.

2) Acceptable- Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3) Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4) Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Award Criteria Questions can be found in the ITT together with the weightings.

Award scoring methodology is fully detailed in the Instructions to Tenderers Appendix A.

Tenderers who fail to pass the ESPD stage may have their bids set aside and take no further part in the evaluation.

The nature of the services does not allow the requirement to be split into lots.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=515500

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:515500).

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=515500

VI.4)Procedures for review

VI.4.1)Review body

Scottish Parliamentary Corporate Body
The Scottish Parliament, Procurement Services
Edinburgh
EH99 1SP
United Kingdom
Telephone: +44 1313486620Internet address:http://www.parliament.scot
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:

23/02/2018

 

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