Printing and Distribution of Rent Statements

Printing and Distribution of Rent Statements

Printing and Distribution of 23000 Rent Statements.

UK-Walsall: Printing and distribution services

2013/S 086-146266

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

whg
100 Hatherton Street
For the attention of: Louise Green
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 1922426755
E-mail: spmb-procurement@whgrp.co.uk

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:

Printing and Distribution of Rent Statements.
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: Walsall and West Midlands.
NUTS code UKG

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)

Printing and Distribution of 23000 Rent Statements.
II.1.6)Common procurement vocabulary (CPV)

79824000, 79000000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Printing and Distribution of 23000 Rent Statements.
If you are successful in reaching the tender stage, your bid submitted must include for all Bureau Services, Printing Services, Mailing Services, Materials and Postage.
If successful, the provider will be required to:
Provide 100% error free mailing and be able to demonstrate this.
Work to ISO9001, ISO14001 and ISO27001 standards and procedures.
Have the required File Transfer Protocol (FTP) access to exchange data.
Ensure a digital archive of data that must be held for a minimum period of 6 months.
Provide digital copy of each rent statement for whg to store.
Nominate a dedicated account manager to deal with statements for whg.
As our provider you would be expected to have the capacity to amend and verify data on the same day before approval is given for the rent statements to be sent to customers.
As our provider you would be expected to have the capacity to be able to send out completed statements to the customer on the same day of receiving the live data from whg.
As our Provider you would be expected to have the ability to send the statement over a three week period to minimise the impact on whg customer services.
As our Provider you would be expected to compensate whg for any errors due to contractor performance.
As our provider you would be expected to share good practice from other social providers and recommend any innovate ways of working.
whg is a not-for-profit housing organisation established in 2003 that owns and manages approximately 19,000 homes across Walsall. whg is a group registered with the Tenant Services Authority (TSA) and Charities Commission. whg is the trading name of Walsall Housing Group comprising of Walsall Housing Group Limited reg no 04015633, reg’d charity no 1108779, Visionary Investment Enhancing Walsall Limited (VIEW) reg no 29907R an exempt charity, whg Trading Company Limited reg no 05407219 and whg Developments Limited reg no 7872595. All registered in England at 100 Hatherton Street, Walsall, West Midlands WS1 1AB. Further general information about whg can be found on our website www.whg.uk.com

II.2.2)Information about options

Options: yes
Description of these options: whg reserves the right at its sole discretion to extend the contract by up to 2 years. The Intial period of the contract will be 2 years.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Further details of the deposits and guarantees required by whg will be set out in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further details of the financing conditions required by whg will be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Further details of the legal form required by whg will be set out in the contract documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Your organisation will also be expected to have QMP accreditation or equiv and ISO27001 or equiv – if you do not identify that you have both of these requirements in the PQQ submission, your submission will fail. ISO9001 or equiv and ISO14001 or equiv is also required.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
A financial assessment will be made via a Credit agency report with Creditsafe – this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.
III.2.3)Technical capacity
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 8
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:

DNWD-96EAE6.
IV.3.2)Previous publication(s) concerning the same contract

no
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

31.5.2013 – 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

whg reserves the right not to contract or to create for part of the services only. whg and / or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all costs and expenses they incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
Your organisation will also be expected to have QMP accreditation or equiv and ISO27001 or equiv – if you do not identify that you have both of these requirements in the PQQ submission, your submission will fail. ISO9001 or equiv and ISO14001 or equiv is also required.
TUPE
Applicants are advised that it is the Employer’s view that the terms of the European Acquired Rights Directive 77/187 and the Transfer of Undertakings (Protection of Employment) Regulations 1981 (as amended) (hereafter collectively referred to as “TUPE”) may possibly apply to a part of the existing workforce employed by incumbent contractors in relation to the Work to be performed by the successful tenderer(s) under the Contract.
whg is committed to the deployment of e-tendering methodology. This process will be managed via our electronic tendering solution hosted by Due North (referred to as Pro Contract or Housing Procurement Portal). All document exchange and communication between whg and selected suppliers will be via the system. The system provides a secure, auditable and efficient method of exchanging information and documents between the parties.
The housing procurement portal is accessible via our website www.whg.uk.com – enter ‘About Us’and then ‘Supplier Information’, from here you can gain access to the portal.

Press on register free, on the next screen press the next button located at the bottom.Complete contact details as required (note sections with a red asterisk are mandatory) then press next. Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available).Complete any affiliations and your company classifications as required (note you can select more than 1) and press next. Press on search/select categories. Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available). Once the search criteria are returned tick any relevant codes and press select categories.The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen. You will then be presented with a screen with all of the categories you have selected showing.Press next.Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting. Please note these are not whg’s Terms and Conditions which you will be required to accept during each tender process. You will are then check the details and press submit registration. You will are then need to press ok.
Once registered you will then receive an email stating: Thank you for applying to become a user of the system. Your application is now being considered, and you should be informed of a decision shortly.
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed.If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.
Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below.
Go back to the web link above and press on the login icon.
Enter Your User Name: In this field you enter your unique username (Supplied by Due North via email). Password: In this field you enter your password, which in the case of a first time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click on the Login “Login” button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in.
As it is a first time log in the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on “Change Password”. This will open up the next Change Password screen. There are 3 fields that must be complete to move onto the next page. Current Password: In this field the current portal password is required. New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security.
Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on “Next” from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear To return to the supplier homepage from this screen then click on “OK” Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again.
During the procurement process all questions / queries must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are two sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask whg a question, click the “Ask Question” button.
Tenderers must utilise the Due North system for communication with whg. Contacting whg’s Authorised Officer(s) directly through a work email address is not permitted, unless there is a technical issue with the Due North system. In this event please contact spmbprocurement@whgrp.co.uk

It is the responsibility of the Tenderer to ensure that company information (e.g. email address of any representative / contact) is kept current to avoid any delay in processing changes. Tenderers must treat all documents and all details contained therein, as private and confidential.
Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact: spmb-procurement@whgrp.co.uk and then delete any copies you may have. whg does not bind itself to accept the lowest or any tender.

Whilst whg will use reasonable endeavours to see that all information given to Tenderers is both truthful and accurate, whg in no way warrants the same and Tenderers must satisfy themselves as to the accuracy of any information provided by whg. whg accepts no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Tenderers of such information. All questions at PQQ stage must be answered.
When completing your PQQ please also consider the following: A financial assessment will be made via a Credit agency report with Creditsafe – this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.
Insurance: whg will require the following levels of insurance: Professional Indemnity GBP 2 million;
Employers Liability GBP 10 million; Public Liability GBP 5 million – it is important that you confirm that you are willing to take out this level of insurance cover if successful.
References – within the PQQ please provide details for 2 comparable references.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:29.4.2013