Managed Office Printing Services for Thames Water – London

Managed Office Printing Services for Thames Water – London

This contract is to appoint a managed print services supplier for the supply of Multifunction Devices (MFDs) as a Managed Print Service (MPS). The service will support around 500 staff across a small number of central London based locations and provide printing,

United Kingdom-Reading: Photocopiers

2014/S 215-381491

Contract notice – utilities

Supplies

Directive 2004/17/EC

Section I: Contracting entity

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

Thames Water Utilities Limited
Procurement Support Centre — 3rd Floor East, C/O Mail Room, Rose Kiln Court
RG2 0BY Reading
UNITED KINGDOM
E-mail: procurement.support.centre@thameswater.co.uk

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

Specifications and additional documents (including documents for 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)Main activity

Water

I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1)Description

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

C.IP.MPS Managed Office Printing Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Lease
Main site or location of works, place of delivery or of performance: London.

NUTS code UKI

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 Thames Tideway Tunnel (‘TTT’) has been specified by the Department of Environment, Food and Rural Affairs (‘Defra’) as a ‘specified infrastructure project’ pursuant to the Water Industry (Specified Infrastructure Projects) (English Undertakers) Regulations 2013 (the ‘SIP Regulations’). The effect of this is that Thames Water Utilities Limited (‘TWUL’) must tender the finance, design, construction and operation of the TTT. The successful bidder will be an ‘infrastructure provider’ (‘IP’) as defined in the SIP Regulations and will have be licensed and regulated by the Water Services Regulation Authority (Ofwat) pursuant to the SIP Regulations. TWUL published an OJEU notice for the TTT on 14.6.2014. Further details of the TTT project can be found on the project’s website: www.thamestidewaytunnel.co.uk

TWUL is carrying out certain preparatory work for the TTT as permitted by the preparatory work notice issued by Defra pursuant to the SIP Regulations. This includes the establishment of business capability for the IP so that it can operate as a standalone entity from the point at which the successful bidder is appointed. TWUL has established an interim company, Thames Tideway Tunnel Limited (‘TTT Co’) as part of this strategy. The intention is that TTT Co is acquired by the successful bidder.
This contract is to appoint a managed print services supplier for the supply of Multifunction Devices (MFDs) as a Managed Print Service (MPS). The service will support around 500 staff across a small number of central London based locations and provide printing, scanning and photocopying functionality. The devices may be owned by TTT, leased to TTT, or provided as part of the managed service, depending on the most economically advantageous tender principle.
The contract is expected to include maintenance, support and supply of all consumables except paper.
The chosen supplier will be asked to support TTT in a smooth transition and contract implementation phase with TTT’s stakeholders including the outgoing suppliers.
The contract will be awarded by either TWUL or TTT Co (the ‘Contracting Entity’). The current intention is that the contract will be transferred to the IP in due course, whether by novation or through business acquisition. Further details will be provided at the Invitation to Negotiate (‘ITN’) stage.
Interested organisations should refer to II.2 (Quantity or scope) and VI.3 (Additional information) and to the pre-qualification pack (‘PQP’) for further information.

II.1.6)Common procurement vocabulary (CPV)

30121100, 30232100

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

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Information about lots

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:

TTT wishes to replace its current suite of printers and MFDs by no later than mid-February 2015.
The Contract is for the supply of printing, scanning and photocopying services as a Managed Service — consideration will be given to whichever solution offers the most economically advantageous approach for TTT, whilst meeting a number of minimum requirements.
It is expected that the provision of all consumables except paper are included in this contract.
To improve process controls and increase staff productivity, the managed print service is expected to have technology that supports secure pull printing (often called ‘follow me’ printing) and unique authentication of users via their existing security card.
The contract is expected to include an implementation phase in which existing devices will be replaced without any business disruption.
The contract should allow for consumables to be replaced without the need for TTT to hold stocks.
Interested organisations should refer to II.1.5 (Short Description) and VI.3 (Additional information) and to the PQP for further information on the description of the Services, the TTT Project and the Contract.
Estimated value of the Services is over the EU threshold but the actual value of the Contract is subject to tender proposals received.

II.2.2)Information about options

Options: yes
Description of these options: Any agreement awarded would be for completion of the Services (described at II.2.1). The duration of the contract is expected to be 3 years with potential for a single 1 year extension, subject to termination for convenience on mutually acceptable terms.

II.2.3)Information about renewals

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Entity reserves the right to require parent company guarantees, collateral warranties and other forms of security as appropriate to be discussed at Invitation to Negotiate ITN stage. Further details and requirements will be provided in the ITN.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The payment arrangements mechanism and performance standards applicable to the Services and Works will be described in the ITN.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Contracting Entity will accept expressions of interest and Tenders from single entities or consortia, provided that the participants of any consortium assume joint and several liability for all of the obligations of the consortium under the contract. Further details and requirements will be provided in the ITN.

III.1.4)Other particular conditions:

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Further details and requirements will be provided in the ITN.
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: Interested organisations must express interest using the PQQ available from the Contracting Entity. Instructions and further detail are set out in detail in the PQP.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Instructions and further detail in relation to the Contracting Entity’s Minimum Standards for economic and financial capacity are set out in detail in the PQP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: Instructions and further detail in relation to the Contracting Entity’s Minimum Standards for technical capacity are set out in detail in the PQP.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate

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 entity:

C.IP.MPS

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

no
IV.3.3)Conditions for obtaining specifications and additional documents

IV.3.4)Time limit for receipt of tenders or requests to participate

20.11.2014 – 17:00

IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of 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:

1. Applicants should note that words and expressions in this contract notice with an initial capital letter shall have the meanings given in the Glossary in the Pre-Qualification Questionnaire (PQP) that is available on request to all interested organisations.

2. Interested organisations may obtain the PQP by contacting Thames Water on procurement.support.centre@thameswater.co.uk. All additional information relating to information provided in this contract notice is available in the PQP.

3. All suitably experienced organisations who wish to respond to this OJEU contract notice to indicate their interest in the tender, must request the PQP and submit a completed PQP Application by the Submission Deadline for return of completed PQQ is 17:00 on 20.11.2014.
4. I.1) (Contracting Entity) — as explained in section II.1.5, this contract notice is published by TWUL on behalf of others. TWUL is commencing the procurement but any contract may be let by (and references in this contract notice and in the PQP to the Contracting Entity shall include) Thames Tideway Tunnel Limited, the infrastructure provider designated pursuant to the SIP Regulations and/or a group company, subsidiary, parent company or affiliate of TWUL or any statutory or non-statutory corporation incorporated for the purposes of the TTT project. The contract will also allow for the possibility that in the event of the special administration of the Contracting Entity, the special administrator shall have the right to administer the contract(s) and to transfer the contract(s) to another contracting entity including potentially an entity owned or controlled or partly owned or controlled by the government or other public entity.
5. II.3) (Duration of the contract or time limit for completion) – the duration of the Contract, time limit for completion and procurement timetable are described in detail in the PQP. The Contracting Entity reserves the right to amend dates and deadlines and to update the procurement timetable. Applicants and Tenderers will be notified as appropriate.
6. IV.2.1) (Award criteria) — The Contracting Entity intends to let the Contract to the most economically advantageous tender whilst meeting a number of minimum requirements. Details of the Contracting Entity’s award criteria and methodology for identifying the most advantageous tender will be provided in detail in the ITN.
7. The Contracting Entity intends to invite to tender between 3-5 Applicants. Details are provided in the PQP.
8. Any contract let will be under English law.
General
9. TWUL operates an on-going risk management approach with regard to the economic and financial capacity of its suppliers. Information will be obtained either from the supplier or an externally recognized provider. Information will be gathered upon commencement of the process and over the duration of the contract period.
10. Applicants should note that this process might require references to be provided and verified, attendances at meetings, talks and presentations at no cost to TWUL.
11. A response to this contract notice does not guarantee that an Applicant will be invited to tender. The process for selecting Tenderer(s) to be invited to tender is set out in the PQP. The Contracting Entity reserves the right in its absolute discretion to abandon, terminate or suspend the award process at any time. Further:
— the Contracting Entity does not bind itself to enter into any contract(s) arising out of the procedures envisaged by this contract notice;
— no contractual rights express or implied arise out of this contract notice or the procedures envisaged by it;
— the Contracting Entity reserves the right to vary its requirements and the procedure relating to the conduct of the award process.
12. Any agreement resulting from this contract notice may be modified to include further similar requirements at any site under the management of TWUL or its associated companies.
13. This contract notice and the contract are not exclusive and do not preclude TWUL, TTT Co, the IP or any of their associated companies from issuing other contract notices or engaging other advisers for the same or similar services from time to time.
14. TWUL (including its employees and advisors) does not make any representations, warranties or other commitments, whether express or implied, in relation to the contract notice or otherwise in connection with this tender, except as may be specifically agreed in any contract concluded at the end of this tender process.
15. Applicants and Tenderers shall be fully responsible for and liable for all costs associated with and arising out of or in connection with responding to this contract notice and any PQQ and ITT. Neither TWUL, nor TTT Co nor the IP or any of their associated companies will be responsible for or liable to any Applicant or Tenderer for any cost incurred by such Applicant and/or Tenderer in responding to this contract notice, any PQQ or any Tender howsoever incurred.

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 33 and 33A of the UK Utilities Contracts Regulations 2006 (as amended by the Utilities Contracts (Amendment) Regulations 2009 and the Public Procurement (Miscellaneous Amendments) Regulations 2011)), the Contracting Entity will incorporate a minimum 10 calendar day standstill period before awarding the Contract(s) from the point information on the award of the Contract(s) is communicated to Tenderers. Any request for further information by Tenderers pursuant to Regulation 33(9) must be made in writing to the address set out in section I.1 above. The Utilities Contracts Regulations 2006 (as amended) provide remedies for economic operators who, in consequence of a breach of the Regulations, suffer, or risk suffering, loss or damage. Proceedings must be started in the High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

5.11.2014