Print Management Service Tender Cheshire

Printing, Graphics and Postal Distribution Services for Cheshire East Borough Council.

United Kingdom-Sandbach: Printing and related services

2020/S 035-083946

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Cheshire East Borough Council
Postal address: Westfields, Middlewich Road
Town: Sandbach
NUTS code: UKD62
Postal code: CW11 1HZ
Country: United Kingdom
Contact person: Mr Alex Jones
E-mail: alex.jones@cheshireeast.gov.uk
Telephone: +44 1270686952

Internet address(es):Main address: http://www.cheshireeast.gov.uk/

Address of the buyer profile: http://www.cheshireeast.gov.uk/

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.the-chest.org.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://www.the-chest.org.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:

19 097 The Provision of Printing, Graphics and Postal Distribution Services for Cheshire East Borough Council Revenues and Benefits Billing Departments (Daily and Annual Billing)

Reference number: DN462921

II.1.2)Main CPV code

79800000

II.1.3)Type of contract

Services

II.1.4)Short description:

The provision of a third party print management service, to manage the secure transfer of Cheshire East Council data in various formats to then manipulate data, design, print, envelope, pack and distribute via Royal Mail or an equivalent secure postal distribution channel; the various revenues and benefits documents required covering Council Tax, business rates and benefits documentation and any additional enclosures as necessary for both daily and annual billing and any other print and/or design related services as required by the revenues and benefits department.

II.1.5)Estimated total value

Value excluding VAT: 1 400 000.00 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)

64110000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

The Cheshire East Revenues and benefits services are based at Macclesfield Town Hall and Delamere House, Crewe. The services require a fully managed solution to design, print, envelope, enclose and distribute all Council Tax, business rates and benefits documentation within agreed timescales in accordance with the Cheshire East Specification and in relation to this local authority revenues and benefits contract.

Ultimately the Council requires the service provider to have experience and expertise to support in the delivery of the contract as well as the overall revenues and benefits objectives. The service provider will have the capability to provide a high quality service in line with Cheshire East Council Policies, required Service Levels and to the relevant Central Government Legislation.

The scope, in providing the fully managed solution required by the revenues and benefits service consists of the following 3 key elements:

1) Revenues and benefits annual billing.

This process takes place between February and March for Business Rates (NNDR), Council Tax (CTAX) and Benefits. This is a key process for the Council and there are strict time limits for the despatch of documents.The timescale is 10 working days from receipt of data to despatch of envelope packets. It is a mandatory requirement that all Annual Billing documents are posted out by the 14^th March.

2) Revenues and benefits daily billing.

This takes place during the period March to the following February. There are various documents and inserts associated with this process as detailed under the sections ‘Goods – Printed Stationery Requirement’.

3) Revenues and benefits ad-hoc print and post – this includes anything outside of daily billing covered by point 2, for example summons notices.

Term and timetable: It is intended that the term of the goods and services contract will be for 4 years.

Estimated contract start date will be May 2020.

Robust implementation will take place from May 2020 and the Council will apply a phased approach in line with the Revenues and Benefits activity and workload deadlines, with a view to commencing with revenues and benefits daily billing production first.

This contract would cover the following annual billing periods:

— 2021-22,

— 2022-23,

— 2023-24,

— 2024-25,

— 2025-26,

— 2026-27,

— 2027-28.

The values given in this notice are only estimations and are for the contract period of 7 years. The authority gives no guarantee or warranty or makes any representation as to the accuracy of any indicative volumes or as to the value of the work during the contract period.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 400 000.00 GBP

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

Duration in months: 84

This contract is subject to renewal: no

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

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

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:

III.2.3)Information about staff responsible for the performance of 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: 24/03/2020

Local time: 14:00

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

IV.2.7)Conditions for opening of tenders

Date: 24/03/2020

Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

VI.2)Information about electronic workflows

VI.3)Additional information:

This procurement exercise will be conducted on Cheshire East Borough Council’s electronic contract and tender management system at the https://www.the-chest.org.uk

Organisations wishing to be considered for this contract must register their expression of interest and provide additional required information through the contract and tender management system. Expressions of interest must be by way of completion and return of the invitation to tender (‘ITT’) (in accordance with the requirements set out in the ITT) by the date and time specified in Section IV.2.2).

If you have any technical problems with the contract and tender management system please contact the help-desk on: ProcontractSuppliers@proactis.com or 03300050352. In order to participate, providers must register, complete and upload completed documentation and submit this via the chest at the link provided in this notice.The values given in this notice are only estimations —the Council gives no guarantee or warranty or makes any representation as to the accuracy of any indicative values.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Royal Courts of Justice
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

In accordance with Regulation 86 (Notices of decisions to award a contract), Regulation 87 (Standstill Period) and Regulations 91 (Enforcement of duties through the Court) of the Public Contracts Regulations 2015 (as amended).

Cheshire East Borough Council will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days provides time for unsuccessful tenderers to review and scrutinise the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

17/02/2020