Printing and Mailing of Annual Council Bills for Carmarthenshire County Council

Printing and Mailing of Annual Council Bills for Carmarthenshire County Council

The Council is inviting tenders from suppliers with the demonstrable ability to undertake the printing, personalisation, fulfilment and posting of its Council Tax Bills, Reminders and other recovery documents.

United Kingdom-Carmarthen: Printing and distribution services

2014/S 184-324921

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Carmarthenshire County Council
Building 8, St Davids Park
For the attention of: Gemma Clutterbuck
SA31 3HB Carmarthen
Telephone: +44 1267234567

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

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

Printing,Enveloping&Mailing of Annual&Adhoc Council Tax Bills&Housing Benefit Notification Letters.

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: Throughout Carmarthenshire.

NUTS code UKL14

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 a single operator

Duration of the framework agreement

Duration in years: 4

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

The Council is inviting tenders from suppliers with the demonstrable ability to undertake the printing, personalisation, fulfilment and posting of its Council Tax Bills, Reminders and other recovery documents as well as its Housing Benefit and Council Tax Reduction notification letters. There is an additional requirement for a significant majority of Council Tax Reduction notification letters to be merged with corresponding Council Tax Bills. The framework will cover both the main annual billing & notification exercise in March each year, as well as daily/weekly postages. These are sensitive and time-critical mailings with legislative requirements, including strict bill despatch deadlines, document merging and data protection safeguards.
Suppliers will note that there is the potential for the framework to be expanded at a future date to include certain other Council services’ posting requirements although this cannot be guaranteed at this present time.
NOTE: The authority is using eTenderwales to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access eTenderwales, express your interest in this notice and access the tender documentation please visit and search for PQQ/ITT code ITT_42698 within the appropriate area.

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): yes


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Potential suppliers should note that whilst the Framework will relate to Council Tax and Housing Benefit mailings, it is possible that during the course of the Framework certain other Council services may wish to explore the potential for also outsourcing their bulk mailing requirements. This work cannot be guaranteed but indicative volumes are provided in the tender documents

II.2.2)Information about options

Options: yes
Description of these options: 3 years [with the possibility of an extension for a further period of up to 1 year] depending on available budget, satisfactory performance etc and subject to agreement by both parties.

II.2.3)Information about renewals

This contract is subject to renewal: no
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:
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: As detailed in the tender documents.
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: Candidates will be required to provide evidence as specified in Article 47 and 48 of Directive 2004/18/EC

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be required to provide evidence as specified in Article 47 and 48 of Directive 2004/18/EC

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

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:
IV.3.2)Previous publication(s) concerning the same contract
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

3.11.2014 – 14:00
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
VI.2)Information about European Union funds

VI.3)Additional information

To assist you in locating these opportunities on the BRAVO E Procurement System the project code is: project_27980
As this is a Open procedure, bidders must ensure that all ITT questions are fully responded to. The following ITT Project codes may further assist you in locating the opportunities:
ITT Code: itt_42698
Please also ensure you check the ”Attachments” area for any documents/ information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the tender pack.
Suppliers Instructions How to express interest in this Tender:
1. Register your company on the etenderwales portal (this is only required once)

– Browse to the eSourcing Portal:

– Click the Suppliers register here link
– Enter your correct business and user details
– Note the username you chose and click “Save” when complete
– You will shortly receive an email with your unique password (please keep this secure)
– Agree to the terms and conditions and click continue
2. Express an Interest in the Project
– Login to the portal with the username/password
– Click the ITTs Open to All Suppliers link. (These are Invitation to Tender Documents open to any registered supplier)
– Click on the relevant ITT to access the content.
– Click the Express Interest; button at the top of the screen
– This will move the ITT into your My ITTs page. (This is a secure area reserved for your projects only)
– Click on the ITT code, you can now access any attachments by clicking the ‘Buyer Attachments” on the left hand side of the screen
3. Responding to the Tender
– At the top of the screen you can choose to ‘Create Response’ or ‘Decline to Respond’ (please give a reason if declining )
– You can now use the ‘Messages’ function on to communicate with the buyer and seek any clarification
– Note the deadline for completion, then follow the onscreen instructions to complete the ITT
– There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:

– email:

– Phone: +44 8003684850/ Fax: +44 2070800480
Tenders must be sent to:
Official name:

(WA Ref:14051)
(WA Ref:14665)

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority 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 calender days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: