Print and Mail Contract Dumbarton

Print and Mail Contract Dumbarton

The printing and mailing of 2 types of canvass forms in 2 tranches.

United Kingdom-Dumbarton: Printing and delivery services

2019/S 235-575984

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: West Dunbartonshire Council
Postal address: 16 Church Street
Town: Dumbarton
NUTS code: UKM81
Postal code: G82 1QL
Country: United Kingdom
E-mail: rebecca.hall@west-dunbarton.gov.uk
Telephone: +44 1389737000
I.2)Information about joint procurement

I.3)Communication

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

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Dunbartonshire and Argyll and Bute Valuation Joint Board — Print and Mail services

Reference number: PCS-T Project_14834

II.1.2)Main CPV code

79823000

II.1.3)Type of contract

Services

II.1.4)Short description:

Dunbartonshire and Argyll and Bute Valuation Joint Board(VJB) invites tenders for their requirement:

The printing and mailing of 2 types of canvass forms in 2 tranches, i.e. initial issue and first reminder, followed by the printing of second reminders and their delivery to VJB offices.

The printing and mailing of various other letters and forms including canvass forms and invitations to register (ITRs) to be issued in varying numbers/frequencies throughout the year as part of the canvass, rolling registration and other statutory duties of the Assessor and Electoral Registration Office

II.1.5)Estimated total value

Value excluding VAT: 360 000.00 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)

64112000
79824000
79810000

II.2.3)Place of performance

NUTS code: UKM81

II.2.4)Description of the procurement:

The printing and mailing of 2 types of canvass forms in 2 tranches, i.e. initial issue and first reminder, followed by the printing of second reminders and their delivery to VJB offices.

Printing and mailing of various other letters and forms.The provision of transactional print and mailing services for the Rolling Registration of Individuals (Electoral Registration) in Argyll and Bute, East Dunbartonshire and West Dunbartonshire Council areas

Contract duration shall be 24 months with a provision for a possible 1 x 12 month extension and subject to the sole discretion of the Council.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: IT security / Weighting: 10
Quality criterion – Name: Cost / Weighting: 3
Quality criterion – Name: Quality / Weighting: 15
Quality criterion – Name: Service / Weighting: 10
Quality criterion – Name: Social benefits(community benefits) / Weighting: 2
Price – Weighting: 60
II.2.6)Estimated value

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

Duration includes up to 1 x 12 month extension at discretion of Council. Therefore 2 years + 1 X 12 month ext.

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

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD Question 4B.1.1: the bidder should provide its yearly annual turnover for the number of financial years specified in this contract notice;

ESPD Question 4B.2: in case the information concerning turnover is not available for the entire period required, please state the date on which the bidder was set up or started trading;

ESPD Questions 4B.5.1 and 4B.5.2: the bidder confirms they already have or can obtain, prior to the commencement of the contract, the levels of insurance cover indicated in this contract notice.

Minimum level(s) of standards possibly required:

4B.1 and 4B.2 Turnover — bidders must demonstrate and annual turnover for each of the 2 previous years of greater than 2 times the annual value of contract on offer est.120 000 GBP, therefore a turnover of 240 000 GBP is required;

4B.4 Ratios — a Pass in any 2 of the 3 ratios as an overall pass for economic and financial standing.

— (Ratio 1) acid test – (current assets-stock)/current liabilities. To pass the acid test ratio question the bidder must have a score of greater than 1,

— (Ratio 2) return on capital employed % – profit/capital employed. To pass this question the Council require the bidder to score a positive figure/percentage,

— (Ratio 3) current ratio – current assets/liabilities. To pass this question the Council require the bidder to achieve a score of greater than 1.

WDC will use template WD09 — WDC Financial Vetting Questionnaire, it is recommended that candidates review their own ratio scores in advance of submitting their tender. In the event that a firm does not meet the financial criteria for consideration but has a parent company that does, the firm may still be eligible for consideration where their tender submission is supported by a parent company guarantee WD04 — Parent Company Guarantee refers. Should after review of the financial evaluation of bidder fail, then the tender submission may be rejected.

Insurance

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

4B.5.1 – it is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded z contract, the types and levels of insurance listed below:

— employers liability insurance: 5 000 000 GBP each and every claim

http://www.hse.gov.uk/pubns/hse40.pdf

Q4B5.2

— public and product liability insurance: 5 000 000 GBP each and every claim,

— professional indemnity insurance: 2 000 000 GBP each and every claim.

Documentation requested for the above insurances should include name of insurers, policy numbers, expiry date and limits of any 1 incident and annual aggregate caps and the excesses under the policies.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD Question 4C.1.2 – please provide relevant examples of services carried out during the last 3 years as specified in this contract notice;

ESPD Question 4C.10 – please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract;

ESPD Question 4D.1 – will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards;

ESPD Question 4D.1.1 – if not, please explain why and specify which other means of proof concerning the quality assurance scheme can be provided.

Minimum level(s) of standards possibly required:

These questions will be scored in line with ‘Evaluation Methodology’ as detailed in WD01 however a minimum ‘pass’ threshold of 2 acceptable(50 %) must be achieved or the tenderer will have failed to meet the Council’s requirements and therefore will not progress to stage 2 ‘award criteria’ (Technical and Commercial envelopes).

ESPD Question 4C.1.2 – bidders are required to provide 2 satisfactory examples within the last 3 years that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4) of this contract notice or the relevant section of the site notice. The experience provided will be for projects of a similar value, size and scope. Unsatisfactory experience will result in a fail and exclusion from the tender process;

The Council reserves the right to contact any or all of the companies provided in previous works examples to ascertain performance and visit their premises, bidders should ensure that companies listed would be willing to discuss the bidders performance with the Council;

ESPD Question 4C.10 — bidders will be required to confirm whether they intend to subcontract and, if so, what proportion of the contract. If you intend to subcontract any share of the contract to third parties on whose capacity you rely on to satisfy the selection criteria you must secure that each subcontractor completes a separate ESPD (Scotland) response for all parts of the ESPD (Scotland) Qualification;

ESPD Question Q4D.1 Mandatory Pass/Fail Question – quality management procedures:

1) The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent); or

2) A quality management policy authorised by their chief executive or equivalent and is regularly reviewed at a senior management level, which is relevant to the scale and scope of the contract.

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:

A set of key performance indicators (KPI’s) will be used to manage the contracts and monitor performance. These are detailed below as a minimum. Additional KPI’s may be agreed at pre-contract start meeting or at any time during the contract period:

— lead/delivery times,

— innovation/improvements,

— social/community benefits,

— invoice accuracy,

— cost reduction initiatives,

— communication,

— responsiveness,

— management information.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: 09/01/2020
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

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 09/01/2020
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:

2-3 years.

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:

It is a requirement of this tender to comply with West Dunbartonshire Councils Conditions of contract and specification as detailed within the associated PCS-T project, failure to comply with these may result in the tender submission not being considered further.

Bidders must meet any health and safety requirements placed upon you by law.

The document entitled ‘Supplier Certificates and additional Selection Criteria’ are all found in the general attachments area of PCS-T and should be completed and presented at the ‘Request for Documentation’ stage on PCS-T:

1) WD04 parent company guarantee (only if required);

2) WD05 non collusion certificate;

3) WD06 health and safety questionnaire reform (only if required);

4) WD07 certificate of non-canvassing;

5) WD08 FOI declaration;

6) WD09 WDC Financial Vetting Questionnaire;

7) WD15 Police Scotland checks.

The above constitutes tender selection criteria. Failure to respond will result in exclusion from the tender.

With reference to information sharing with Police Scotland bidders are will be required to confirm acceptance to sharing company

Director’s details at preferred bidder’s status

Minimum requirements to pass the qualification envelope, exclusion and selection criteria.

Discretionary scored questions – shortlisting qualification envelope questions.

These questions will be scored in line with the ‘Evaluation Methodology’ detailed in WD01.

Technical envelope:

The technical envelope contains several elements that will be required to be completed by Bidders in order to be scored. The associated weighting for this overall section is 40 %.

Bidders will also be asked to complete some questions with regards to work force matters, please note that these questions will not form part of the award criteria.

The Bidder shall in no circumstances assign, sub-contract or purport to assign or sub-contract this contract or any part thereof to any person or body whatsoever other than with the prior written approval of the Council.

Bidders 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.

The buyer is using PCS-Tender to conduct this ITT exercise. The project code is 14834. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

A summary of the expected community benefits has been provided as follows:

The Council aims to maximise the social, environmental and economic benefits through effective and efficient procurement activity. Social benefits are included in this requirement. Social benefits commitments must be delivered or initiated within 12 months of contract award and will be monitored throughout the lifetime of the contract. Based on the value and term of contract being offered the Council expects you to meet a (minimum) of 35 social benefits in procurement points. If you are successful in the award of this contract you will be required to communicate/meet with the Council to finalise the benefits that you are committing to under this contract and agree on a method statement and monitoring arrangements.

(SC Ref:605672)

VI.4)Procedures for review

VI.4.1)Review body

Official name: West Dunbartonshire Council
Postal address: 16 Church Street
Town: Dumbarton
Postal code: G82 1QL
Country: United Kingdom
Telephone: +44 1389737000Internet address: http://www.west-dunbarton.gov.uk
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:

02/12/2019