Print Management Services for Essex County Council

Print Management Services for Essex County Council

 Print; Reprographics; Publication Design; Promotional Items; Digital Image Resource (optional).

United Kingdom-Chelmsford: Printing services

2014/S 102-179147

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Essex County Council
PO Pox 4, County Hall, Market Road
Contact point(s): Essex County Council
For the attention of: Claire Turner
CM1 1JZ Chelmsford
Telephone: +44 3330136618

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Public order and safety

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

0051 Print Management And Related Services.

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

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: ECC -UK.
NUTS code UK,UKH33

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)

Essex County Council (The Authority) is seeking to put into place an Agreement for the Authority’s print requirements on behalf of itself and for the benefit of local Borough and Districts, Schools, Unitaries, Police Authorities, Fire Services, Ambulance serices located in the East of England and other local authorities including those in the Central Buying Consortium (details of CBC members can be located

The Successful Tender Provider will need to liaise with all ECC clients to combine their individual needs, where ever practical, to achieve cost efficiencies in the procurement of print materials.
The service required will include the provision of advice and guidance on all matters, from identifying the requirement to expressed need, challenging the expressed need, compliance with ECC corporate brand or identity guidelines, commissioning and purchase through to production and distribution of collateral throughout the organisation.
The service must be able to respond effectively and efficiently to commissioned work to be delivered either in large volume or at very short notice.
Matters to be considered in scope for the procurement are (definitions below):
— Print;
— Reprographics;
— Publication Design;
— Promotional Items;
—Digital Image Resource (optional).
As part of the requirement the Authority is seeking to obtain flexibility with regards its ability to charge and trade in reliance on the procured services with third parties in the public sector. These public sector bodies include but are not limited to:
— Essex County Council including partly owned joint ventures, subsidiaries and local Authority Trading Vehicles and Companies and any of its statutory successors and further legal entities/organisations created as a result of re-organisation or organisations changes occurring during the life of the procured Agreement.
— County, Unitary, Districts, Borough & Parish Councils.
— Educational establishments in (England and Wales, including maintained by the Department for Children, Schools and Families including Free Schools).
— And/or other private organisations acting as managing agents or procuring on behalf of these public sector or public interest bodies.
Whilst the initial emphasis is on the delivery of services to Essex County Council the Authority already provides services to certain third parties and it maybe the intention of the Authority to charge and/or trade with other Public Sector bodies named above.
The services to be provided may be delivered from the Authority’s premises or from a location to be identified by the Successful Provider, depending on which option provides the most economic and benefit factors to the Authority.
Bidders are to note that second generation TUPE obligations may apply to this requirement. Bidders are required to complete the appropriate section of the Pre-Qualification Questionnaire. If applicable, further details of the TUPE obligations shall be stated within the Invitations to Tender documentation.
The Agreement will be for a term of three years, with an option to extend for up to two years (12 months + 12 months).
Bidders must contact ECC (the Authority) to request to be invited to participate in this procurement by following these instructions:

1. Send an email with your organisation name in the subject title field to email2workspace-prod+ECC+WS355654080+d4cn@ansmtp.ariba.comasking to be invited to this event and providing your contact name and Supplier ID/User ANID from your Ariba registration details.

2. If you have more than one registered user who you want invited to the event, provide the name(s) of each registered user in your request as it may not be possible to include additional users at a later stage.

If you are not registered in Ariba at all, go to and follow the instructions to register then follow steps 1 and 2 above. (PLEASE NOTE: 35% completion (i.e. mandatory fields only: organisation/user details, commodity, sales territory) is the minimum required for your Ariba cloud registration, you do not need to reach 100% completion.)

3. Once invited you can log back into the portal and access the information and attachments relating to the opportunity. You will also be able to use the Message Board.
4. Further instructions, guides and assistance on how to take part in an event can be found on the Supplier portal site under the help option on the top menu bar.

II.1.6)Common procurement vocabulary (CPV)


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

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


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:

Estimated value excluding VAT: 20 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

The Authority reserves the right to require guarantees (which may include a Parent Company Guarantee) bonds collateral warranties and other forms of security as appropriate.

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

The payment arrangements will be covered by the Contract terms and conditions.

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

For bidding purposes, a consortium/partnership/joint venture/significant sub-contracting arrangement is acceptable but for the purpose of entering into a contract, the Authority reserves the right to require groupings or organisations, consortia, partnerships or any other form of joint venture to take a particular legal for or to require a single lead organisation to take primary under the contract.
The Authority does not require a formal joint venture or special purpose vehicle to be set up at PQQ stage but the lead organisation, proposed partnering arrangements and the proposed contracting party should clearly identified at the PQQ stage. Further information can be found in the PQQ documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under this contract the successful Bidder will be required to actively participate in the achievement of economic, social and environmental policy objectives relating to recruitment and training, supply chain initiatives and regeneration of the locality surrounding the place of delivery for the provision of the goods/services. Accordingly, contract performance conditions may result in particular to economic, social and environmental considerations.
The Public Sector equality duty is relevant to this procurement which has a potentially equality impact and as such the relevant obligations to have due regards to the need to eliminate unlawful disability, gender and race discrimination and to promote equality of opportunities will be passed to the successful Bidder, as well as the specific legal obligations under the Equality Act 2010, which all organisation must comply. Accordingly, contract performance conditions may relate in particular to equality and diversity considerations. The Authority will consider the Public Services (Social Value) Act 2012 requirements during this procurement exercise and as part of the resulting contract
Specific conditions relating to the performance of the contract will be set out in the terms and conditions.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directives 2004/18/EC and Regulations 24 of the Public Contract Regulations 2006 and set out in the PQQ which is available ri bidders via the supplier protal shown in section I.1.
Please note that bidders need to follow the instructions under I1.5 in order to view the PQQ documentation.
Minimum level(s) of standards possibly required: As set out in the PQQ which is available to bidders via the supplier portal address shown in Section I.1.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 47 of Directives 2004/18/EC and Regulations 24 of the Public Contract Regulations 2006 and set out in the PQQ which is available to bidders via the supplier portal shown in section I.1.
Please note that bidders need to follow the instructions under I1.5 in order to view the PQQ documentation.
Minimum level(s) of standards possibly required:
As set out in the PQQ which is available to bidders via the supplier portal address shown in Section I.1.
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: no

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


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

Envisaged minimum number 3: and maximum number 6
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

Payable documents: no

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

1.7.2014 – 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

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

Expressions of interest must be by way of completion and return of the Pre-Qualifications Questionnaire by the date and time specified in Section IV.3.4. The PQQ is available via the address specified 1.1 (supplier portal).
The Supplier Portal will be issued throughout the procurement process, and all communications with Essex County Council relating to this procurement exercises must be via the supplier portal. The PQQ will be available via the portal from the publication of the OJEU Contract Notice.
The Supplier Portal has instructions on how to use the system and access the information as well as helpdesk to assist bidders (+44 8003583556).
An outline indicative procurement timetable is set out in the PQQ documentation. Essex County Council reserves the right to amend timescales, and change the evaluation criteria if there are genuine omissions or mistakes.
The PQQ documentation will also detail any second generation TUPE obligations that need to be considered by the bidders.
We also reserve the right to reduce the number of bidders throughout the Procurement Process in the event that minimum standards and/or thresholds set out in the PQQ cannot be met.
Essex County Council reserves the right to cancel the procurement exercise and/or not to award all or part of a contract. Essex County Council will not be responsible for any costs incurred by the bidders/suppliers in relation to this procurement exercise including if the procurement exercise is cancelled.
Suppliers are advised that Essex County Council is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR). If a supplier considers that any of the information supplied as part of this procurement exercise should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, it must, when providing this information, clearly identify the specific information it does not wish to be disclosed and clearly specify the reasons for its sensitivity. Essex County Council shall take such statements into consideration in the event that it receives a request pursuant to FOIA or EIR which relates to the information provided by a Supplier. However, if the information is requested Essex County Council may be obliged under FOIA and/or EIR to disclose such information, irrespective of the supplier’s wishes.
Please note that it is not sufficient to include a statement of confidentiality encompassing all the information included within the response.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court, Royal Courts of Justice
Telephone: +44 2079476000

Body responsible for mediation procedures

High Court, Royal Courts of Justice
The Strand
WC2A 2LL London
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with regulation 32 (Information about contract award procedures) and regulations 47 (Enforcement of obligations) of the Public Contracts Regulations 2006 as amended by the Public Contracts (Amendment) Regulations 2009.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: