Print and Document Management Services for Westminster City Council

Print and Document Management Services for Westminster City Council

Applications are invited from suitably experienced suppliers with a track record of providing services for print and document management, including on-site and off-site solutions.

United Kingdom-London: Printing and related services

2014/S 065-111125

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Print and Document Management
Westminster City Council, Strategic Procurement and Corporate Contracts, 14th Floor, West, City Hall
For the attention of: Andy Salter
SW1E 6QP London
UNITED KINGDOM
Telephone: +44 2076414867
E-mail: asalter@westminster.gov.uk

Internet address(es):

General address of the contracting authority: www.westminster.gov.uk

Electronic access to information: www.capitalesourcing.com

Electronic submission of tenders and requests to participate: www.capitalesourcing.com

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: yes

The Royal Borough of Kingston upon Thames
Guildhall 2, High Street
KT1 1EU London
UNITED KINGDOM

London Borough of Bexley
Civic Offices, Broadway
DA6 7LB Kent
UNITED KINGDOM

London Borough of Haringey
Civic Centre, High Road
N22 8LE London
UNITED KINGDOM

London Borough of Wandsworth
The Town Hall, Wandsworth High Street
SW18 2PU London
UNITED KINGDOM

London Borough of Brent
Brent Civic Centre, Engineers Way
HA9 0FJ London
UNITED KINGDOM

London Borough of Richmond Upon Thames
Civic Centre, 44 York Street
TW1 3BZ London
UNITED KINGDOM

London Borough of Southwark
2nd Floor, Zone E, Hub 4
SE1P 5LX London
UNITED KINGDOM

London Borough of Hammersmith and Fulham
Town Hall, King Street
W6 9JU London
UNITED KINGDOM

The Royal Borough of Kensington and Chelsea
Customer Service Centre, Town Hall
W8 7NX London
UNITED KINGDOM

London Borough of Croydon
61 Central Parade, New Addington
CR0 0JD London
UNITED KINGDOM

London Borough of Newham
Town Hall Annexe, 330 – 354 Barking Road
E6 2RT London
UNITED KINGDOM

Elevate East London LLP
Barking Town Hall, 1 Town Square
IG11 7LU London
UNITED KINGDOM

London Borough of Waltham Forest
Waltham Forest Town Hall, 701 Forest Road
E17 4JF London
UNITED KINGDOM

London Borough of Islington
222 Upper Street
N1 1XR London
UNITED KINGDOM

London Borough of Barking and Dagenham
Civic Centre, Dagenham
RM10 7BN London
UNITED KINGDOM

London Borough of Tower Hamlets
Town Hall, Mulberry Place
E14 2BG London
UNITED KINGDOM

London Borough of Enfield
Civic Centre, Silver Street
EN1 3XA London
UNITED KINGDOM

London Borough of Ealing
Perceval House, 14 – 16 Uxbridge Road
W5 2HL London
UNITED KINGDOM

London Borough of Havering
Main Road
RM1 3BD London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Print and Document Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
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: Westminster City Council
City Hall
64 Victoria Street
London
SW1E 6QP
NUTS code UKI1,UKI12,UK,UKI11

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 2 000 000 and 22 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

Applications are invited from suitably experienced suppliers with a track record of providing services for print and document management, including on-site and off-site solutions. Included within the contract will be the supply and maintenance of the Authorities Multi Functional Devices (MFDs) and potentially desktop printing devices, Archiving, Scanning and Indexing services, Digital Mail Room (Inbound) and Hybrid Mail (Outbound) services, Parking and Planning printing and fulfilment including all printed consumables.
II.1.6)Common procurement vocabulary (CPV)

79800000, 79810000, 79821000, 79823000, 79811000, 30199710, 79995100, 22000000, 79820000, 18933000, 22800000, 22458000, 72212223, 30121100, 72412000, 79800000, 22450000, 48311100, 48223000, 79571000, 79824000, 72512000, 64216120, 22100000

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: 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:

A varied requirement of printed media and print and document management services for both internal and external use with an approximate annual value of 2,200,000 GBP for Westminster City Council only and a potential value of up to 20,000,000 GBP per annum dependent on the uptake of services available under this contract by other named authorities within this Contract Notice.
Included within the scope is the supply, management and rationalisation of the existing Multi Functional Devices (MFDs) and Desktop Printers, Archiving, Scanning and Indexing services, Digital Mail Room (Inbound) and Hybrid Mail (Outbound) mail services, Parking and Planning print and fulfilment services, associated software solutions and all general print management requirements.
It is possible that the contract may be expanded in the future to include other related Print and Document Management services.
Estimated value excluding VAT:
Range: between 2 000 000 and 22 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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:

None.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be contained in the draft Framework Agreement accompanying the Invitation to Tender (ITT).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

A group of economic operators will be required to take a form which can contract in English law or accept joint and several liability for all economic operators within the group.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Conditions to be contained in the draft Framework Agreement accompanying the ITT.
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: Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: www.capitalesourcing.com and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

In accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire (PQQ).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 26 of the Public Contracts Regulations 2006 (as amended) and as set out in the PQQ.
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

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

Envisaged minimum number 5: and maximum number 7
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
IV.3.4)Time limit for receipt of tenders or requests to participate

28.4.2014 – 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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The contract call off period will be 5 years plus a possible extension of 2 x 1 year periods.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court
The Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: As set out in Regulation 7 of the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:28.3.2014