Mailing Services Birmingham

Mailing Services Birmingham

Mailing collation and distribution services.

UK-Birmingham: mailing services

2012/S 117-194099

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Birmingham
Procurement Division, Aston Webb ‘B’ Block
Contact point(s): http://in-tendhost.co.uk/universityofbirmingham
For the attention of: Marie Kimberley MCIPS
B15 2TT Edgbaston,Birmingham
UNITED KINGDOM
Telephone: +44 1214158807
E-mail: m.kimberley.1@bham.ac.uk
Fax: +44 1214143459

Internet address(es):

General address of the contracting authority: http://www.birmingham.ac.uk/index.aspx

Address of the buyer profile: http://in-tendhost.co.uk/universityofbirmingham

Electronic access to information: http://in-tendhost.co.uk/universityofbirmingham

Electronic submission of tenders and requests to participate: http://in-tendhost.co.uk/universityofbirmingham

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

Body governed by public law
I.3)Main activity

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

Mailing collation & distribution services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 4: Transport of mail by land [3] and by air
NUTS code UKG31

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)

The University of Birmingham has requirement for the provision of mailing services for the University. This service includes the collating and posting of mailings for the development and alumni relations office and more generally activity across the constituent areas that comprise the University (for example the 5 Academic Colleges). This may not be exclusively alumni relations activity.
The requirement will be split into 2 lots.
Lot 1 standard mailing service collation carrier sheet produced and mailed both within the UK and Internationally of printed materials. In all instances the carrier sheet would need to be personalized in accordance with the data that the University provides including the need for segmentation where appropriate.
Lot 2 printed mailing services production (ie printing) of the publication (magazine newsletter or any other format as required by the University) collation carrier sheet produced and mailed both within the UK and Internationally of printed materials. In all instances the carrier sheet would need to be personalized in accordance with the data that the University provides including the need for segmentation where appropriate.
Providers will be able to tender for a single or multiple lots but must indicate which lot they are submitting a response for.
The Development and Alumni Relations Office spends over 100 000 Sterlnig annually on the fulfillment and overseas postage on its mailings. Historically UK postage would have been sent using the Universitys mailing account. However as part of the tender process you should note that there may be a requirement for you to account for the UK Postage element through your own DSA (Downstream Access) channel. The purpose of this tender is to establish a Framework Agreement with suitably qualified Provider(s) in order to facilitate the provision of this service to the University of Birmingham.
The Birmingham Magazine is our flagship publication and is a 40 page publication which historically has been produced and printed by the University although you may be required to perform this service. It is included with a 90gsm white carrier form which is printed on both sides with a template one side in black the other in grey (Pantone 424C). The grey side of the template is then overprinted with the recipients personal details. Various inserts are sent out with this mailing including one of 6 different reunion forms for specific groups of alumni and other information including letters to alumni living in specific countries or relating to our Annual Giving campaign. Where a letter is included you would be required to print this (generic text with a colour letterhead) and for both letters and other inserts you would be expected to segment the database provided as appropriate. These segments are not mutually exclusive and there is likely to be overlap (i.e. some will have no inserts some will have one some may have 2 or 3). All relevant items are enclosed in at least 30 micron polythene printed with a 2-colour design (Pantone 234U and white) so as to conceal the personal details.
The Birmingham Newsletter has historically been produced and printed by the University (although you may be required to perform this service) and is a 28 page A4 publication. It is enclosed in clear polythene with an A4 carrier form printed in black on the face side and the reverse is a standard four colour print with personalisation on one side only. It is sent to a similar distribution as the Birmingham Magazine.
Various schools departments and colleges either currently produce or will be producing their own publications. These typically consist of a 12 page A4 booklet enclosed in clear polythene with a personalised carrier form normally black and white on both sides.
The Annual Fund letters are personalised and are printed onto the University vice-chancellors headed paper with a digitised signature. The mailing will likely consist of a donation form an A5 brochure and/or a business reply envelope all nested into the letter and enclosed into a C5 envelope.
Each mailing may be subject to segmentation by criteria applied by the University. This may involve enclosing different inserts printing a variation of a letter text or other segmentation as required.
II.1.6)Common procurement vocabulary (CPV)

79571000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Standard mailing service

1)Short description

Collation carrier sheet produced and mailed both within the UK and Internationally of printed materials. In all instances the carrier sheet would need to be personalized in accordance with the data that the University provides including the need for segmentation where appropriate.
2)Common procurement vocabulary (CPV)

79571000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Printed mailing services

1)Short description

Production (ie printing) of the publication (magazine newsletter or any other format as required by the University) collation carrier sheet produced and mailed both within the UK and Internationally of printed materials. In all instances the carrier sheet would need to be personalized in accordance with the data that the University provides including the need for segmentation where appropriate.
2)Common procurement vocabulary (CPV)

79571000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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:

Payment of Invoices will be 30 days from Date of Invoice.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Limited Company, joint and several liability.
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: Tenderers will be required to complete a pre-qualification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As requested in the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As requested in the pre-qualification questionnaire.
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

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

Envisaged minimum number 5
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

FRAM165/12
IV.3.2)Previous publication(s) concerning the same contract

no
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: 19.7.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

19.7.2012 – 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

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

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2016.
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

The Expression of Interest will be required in the form of a completed pre-qualification questionnaire. This document is available upon registration at http://in-tendhost.co.uk/universityofbirmingham.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:19.6.2012