Printing and Mailing Tender

Printing and Mailing Tender

The service provider will be required to receive Cheshire East data via electronic means; to use this to print and envelope Council Tax bills, Business Rates and Benefit documents and to arrange secure delivery and postage to local residents.

United Kingdom-Sandbach: Printing and related services

2013/S 126-216379

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cheshire East Borough Council
Procurement, Westfields, Middlewich Road
For the attention of: Louise Fenn
CW11 1HZ Sandbach
UNITED KINGDOM
Telephone: +44 1270686454
E-mail: louise.fenn@cheshireeast.gov.uk

Internet address(es):

General address of the contracting authority: http://www.cheshireeast.gov.uk/

Further information can be obtained from: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk Refer also to details in section VI.3 Additional Information.

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk Refer also to details in section VI.3 Additional Information.

Tenders or requests to participate must be sent to: This is an electronic tender. For all expressions of interest and to obtain documentation and to raise clarifications, organisations must register through the Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk. Refer also to details in section VI.3 Additional Information.

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: no

Section II: Object of the contract

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

CONTRACT FOR THE PROVISION OF PRINTING, ENVELOPING AND MAILING OF ANNUAL, AD HOC BILLING & OTHER DOCUMENTS
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
NUTS code UKD2

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)

The service provider will be required to receive Cheshire East data via electronic means; to use this to print and envelope Council Tax bills, Business Rates and Benefit documents and to arrange secure delivery and postage to local residents.
Potential providers should currently provide billing and printing services to 5 British Authorities and should have been doing so for a minimum of two years, of which at least one Authority should have over 125,000 accounts and a benefit caseload of 20,000 or above. Note – the participation and process for this tender will be via the electronic tendering portal located at www.the-chest.org.uk. Please ensure you also refer to section VI.3 of this notice.

II.1.6)Common procurement vocabulary (CPV)

79800000, 79824000, 79810000, 79820000, 64100000, 72220000

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

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The service provider will be required to receive Cheshire East data via electronic means; to use this to print and envelope Council Tax bills, Business Rates and Benefit documents and to arrange secure delivery and postage to local residents.
Cheshire East has over 165,000 accounts and a benefit caseload of 28,500 or above, there are also around 25,000 business rates bills required on an annual basis. The initial period is 1st April 2014 to 31st March 2015 (with 1 x 12 month option to extend – therefore optionsmaybe taken up for the period 1st April 2015 to 31st March 2016). The option will be exercised at the discretion of the Council.
Estimated value excluding VAT:
Range: between 300 000 and 370 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: 1 x 12 month options to extend – therefore an option maybe taken up for the period 1st April 2015 to 31st March 2016). The options will be exercised at the discretion of the Council.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 12 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
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: yes
Description of particular conditions: The service provider should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 million GBP
Employers Liability 10 million GBP
Professional Indemnity 1 million GBP
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: (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.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
Minimum level(s) of standards possibly required:
Provider should currently provide billing and printing services to a minimum of 5 British Authorities for a minimum of two years and at least one of these Authorities has over 125,000 accounts and a Benefit caseload of 20,000 or above. And the ability to receive and process files from Northgate.
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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

NWCE-98ZHJU
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

6.8.2013 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

27.6.2013
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

Date: 6.8.2013 – 14:00

Section VI: Complementary information

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

Companies will also be required to comply with additional questions pertaining to equality in the Qualifying Business Questionnaire.
This procurement exercise will be conducted on Cheshire East Borough Council’s electronic Contract and Tender Management System at the www.the-chest.org.uk. Organisations wishing to be considered for this contract must register their expression of interest and provide additional procurement-specific information (if required) through the Contract and Tender Management System.

It is the organisations responsibility to satisfy themselves that they have provided all of the required information by the stated deadline.
If you have any technical problems with The Contract and Management System please contact the helpdesk on: Email: nwsupport@due-north.com Telephone: +44 8452930459

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

ROYAL COURTS OF JUSTICE
STRAND
WC2A 2LL LONDON
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

ROYAL COURTS OF JUSTICE
STRAND
WC2A 2LL LONDON
UNITED KINGDOM
Telephone: +44 2079476000

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 that an award decision notice is communicated to
tenderers. The award decision notice will specify the criteria for the award
of the contract/framework agreement, the reasons for the decision, including
the characteristics and relative advantages, the name and score of the
successful tender; and will specify when the standstill period is expected to
end or the date before which the contracting authority will not conclude the
contract/framework agreement. If an appeal regarding the award of a
contract/framework agreement has not been successfully resolved, the Public
Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have
been harmed or are at risk of a breach of the rules to take action in the High
Court (England, Wales and Northern Ireland). Any such action must be brought
promptly (generally within 3 months). The Court may order the setting aside of
the award decision or may order the Contracting Authority to amend any document
and may award damages. If a framework agreement has been entered into the Court
may make a declaration of ineffectiveness or may order that the duration of any
relevant specific contract be shortened and additionally may award damages.
The time limit for seeking such a declaration is generally 30 days from
notification of the award (either by award decision notification or contract
award notice depending upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

ROYAL COURTS OF JUSTICE
STRAND
WC2A 2LL LONDON
UNITED KINGDOM
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:27.6.2013