Print and Fulfilment Services London

Print and Fulfilment Services London

The services required are divided into the following lots: Lot 1 – Standard Print. Including but not limited to: flyers, posters, corporate stationery, calling and business cards. These items may be generated from our online design template system or via a design agency. Also includes warehouse storage and stock level management.

United Kingdom-London: Services related to printing

2013/S 214-372624

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Affinity Sutton Group
6 More London Place, Tooley Street
For the attention of: David Rosbotham
SE1 2DA London
UNITED KINGDOM
E-mail: asg.tenders@affinitysutton.com

Internet address(es):

General address of the contracting authority: http://www.affinitysutton.com

Address of the buyer profile: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

Electronic access to information: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

Further information can be obtained from: Affinity Sutton
all information available from the web address http://www.affinitysutton.com/about_us/tender_opportunities.aspx.
For the attention of: David Rosbotham
SE1 2DA London
UNITED KINGDOM
E-mail: asg.tenders@affinitysutton.com
Internet address: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Affinity Sutton Group
all information available from the web address below.
SE1 2DA London
UNITED KINGDOM
E-mail: asg.tenders@affinitysutton.com
Internet address: http://www.affinitysutton.com/about_us/tender_opportunities.aspx

Tenders or requests to participate must be sent to: Affinity Sutton
Level 6, 6 More London Place, Tooley Street, London
SE1 2DA London
UNITED KINGDOM
Internet address: http://affinitysutton.com

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
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:

0196 – 13DR Print and Fulfilment 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: 6 More London Place
Tooley St
London Bridge
London
SE1 2DA
NUTS code UK,UKI

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 several operators
Number of participants to the framework agreement envisaged: 5
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 1 000 000 and 1 250 000 GBP

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

As part of Affinity Sutton’s approach to managing its 57,000 nationwide homes we produce and distribute printed material which includes but is not limited to:
— Resident magazines and newsletters;
— Staff newsletters;
— Leaflets, posters and marketing campaign materials;
— Direct communication with residents;
— Corporate stationery and other documentation.
The print and fulfilment budget is held within the Commercial Directive with overall responsibility held by the Group Commercial Director and Marketing and Strategy Director. Day to day management and main contact for all aspects of each lot will be the Resident Marketing Executive.
Most bespoke items are commissioned by the Communications and Marketing Team and liaison will be with various members of that team.
Affinity Sutton has an online template system which enables on brand newsletters, posters and flyers to be produced. This system will need to link via email through to the successful supplier of lot 1 so that print can be automatically ordered and sent for fulfilment and distribution if required.
The services required are divided into the following lots:
Lot 1 – Standard Print.
Including but not limited to: flyers, posters, corporate stationery, calling and business cards. These items may be generated from our online design template system or via a design agency. Also includes warehouse storage and stock level management.
Lot 2 – Fulfilment
All mailing, contract packing, and response fulfilment services are to be provided on a nationwide level, managing large and small volumes.
Lot 3 – Bespoke Print
Including but not limited to: Shine (our residents’ magazine), staff newsletters, estate and local newsletters, handbooks and accounts.
II.1.6)Common procurement vocabulary (CPV)

79820000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

4 year framework worth an estimated GBP 1,000,000 – GBP 1,250,000.
Estimated value excluding VAT:
Range: between 1 000 000 and 1 250 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: 2 x optional 12 month extensions.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)
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: 1 – Standard Print

1)Short description

Lot 1 – Standard Print.
This lot includes all our stationery including letterheads and business cards plus a variety of other publications which are produced in house through our online design template (ODT) system. The ODT will link through via email to the successful supplier of Lot 1 so print can be ordered automatically when templates are produced.
Many of the templates ordered through the ODT system are required with a very short turnaround time, for example 1,000 copies of a 2pp A5 flyer may be required within two days so it is essential that the suppliers applying for this lot are able to fulfil these short timescales.
Distribution for lot 1 will be to either our offices located nationwide or through the supplier of Lot 2. These are time critical items and we want to work with a supplier who is able to meet short turnaround times.
The successful supplier of Lot 1 will need to have sufficient storage facilities to allow standard stock items (letterhead paper, calling cards, and some leaflets) to be bulk printed and called off and delivered on a monthly basis to our nationwide offices as necessary.
This supplier will be expected to manage the print requirements to ensure financial and operational efficiencies. Also to provide management information in regard to number of requests, number of mailings, timings, quality control and to maintain stock levels as necessary.
2)Common procurement vocabulary (CPV)

79820000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 400 000 and 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: 2 – Fulfilment

1)Short description

This lot includes all our fulfilment and mailing requirements. These mailings will range from a single flyer to our residents magazine Shine which is a 16pp publication distributed to all our residents nationwide twice a year. Shine often includes a number of inserts which range from A5 flyers to a piece of promotional merchandise for example a fridge magnet or other piece of promotional merchandise. Sometimes we require these items to be affixed to the front cover of Shine.
There will also be numerous mailings to our residents living nationwide which will require to be mail merged onto our corporate letterhead. The data will be supplied by us and we would expect the supplier to have secure systems in place to ensure data integrity. These mailings can be very sensitive so it is essential that strict document security features are upheld.
The successful supplier must be able to suggest and maximise postage discounts to keep costs to a minimum.
2)Common procurement vocabulary (CPV)

79820000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 250 000 and 300 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: 3 – Bespoke Print

1)Short description

Most bespoke items are commissioned by the Communications and Marketing Team for distribution to our corporate audiences which would include Councils, other housing associations, partners, funders etc.
The majority of items within this lot are complicated have short turnaround times and high quality requirements.
These items will need to be printed to premium quality using good stock. The printed items in this lot are generally printed using a litho print process but the supplier will need to have digital, litho and large format solutions.
These items will be generally distributed nationwide to our corporate audience and stakeholders.
Bespoke suppliers will be expected to have a direct control over the print quality of these items and be able to provide consistency in terms of our colour and brand elements.
2)Common procurement vocabulary (CPV)

79820000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 350 000 and 450 000 GBP
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:

Details of deposits, guarantees and other forms of appropriate security are set out in Contract Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be set out in the Invitation to Tender and Contract Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: Applicants will be asked to confirm that non of the conditions set out in Articles 45 – 50 of the Directive 2004/18/EC apply to their organisation or expression of interest.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete a pre qualification questionnaire (PQQ)consistent with the provisions of the Directive 2004/18/EC. The questionaire is available electronically from http://affinitysutton.com/about_us/tender_opportunities.aspx and must be returned in electronic form by the date stipulated

Minimum level(s) of standards possibly required: As set out in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a pre qualification questionnaire consistent with the provisions of the Directive 2004/18/EC. The questionaire is available electronically from http://affinitysutton.com/about_us/tender_opportunities.aspx

Minimum level(s) of standards possibly required:
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

Execution of the service is reserved to a particular profession: yes
Reference to the relevant law, regulation or administrative provision: Printing Services and Fulfilment Services
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 number of operators: 12
Objective criteria for choosing the limited number of candidates: This will be set out in the pre-qualification questionnaire and contract documents.
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:

0196 – 13DR
IV.3.2)Previous publication(s) concerning the same contract

no
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

2.12.2013 – 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 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

A supplier briefing has been earmarked for 11.11.2013 at the London office of Affinity Sutton. Please advise if you will be able to attend, as set out in the PQQ. The PQQ is available from the Affinity Sutton website at http://www.affinitysutton.com/about_us/tender_opportunities.aspx

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

see VI.4.2 below

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 calendar day standstill period at the point infromation on the award of the contract is communicated to tenderers. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contract Regulations 2006 (SI 2006 No 5) (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be started within 30 days beginning with the date when the aggrieved party first knew or ought to have know that grounds for starting the proceedings had arisen. The Court may extend the time limit for starting proceeding wher the Court considers that there is a good reason for doing so but not so as to permit proceedings to be started more than 3 months after that date. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract had been entered into the Court may only award damages or where the contract award procedures have not been followed correctly, declare the contract to be ‘ineffective’.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:4.11.2013