Printing and Mailing Tender Northern Ireland

DARD Printing and Mailing of Single Application Packs from 2015.

United Kingdom-Derry: Printed matter and related products

2014/S 146-262580

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Agricultural and Rural Development
Orchard House, 40 Foyle Street
For the attention of: Allison Orr
BT48 6AT Derry
UNITED KINGDOM
E-mail: allison.orr@dfpni.gov.uk

Internet address(es):

General address of the contracting authority: www.dardni.gov.uk

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

Electronic access to information: https://e-sourcingni.bravosolution.co.uk/

Electronic submission of tenders and requests to participate: https://e-sourcingni.bravosolution.co.uk/

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

Body governed by public law

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:

DARD Printing and Mailing of Single Application Packs from 2015

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 UKN

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 210 000 GBP

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

The contract to deliver the Department’s print requirements for the production and distribution of Single Application packs for 2015 and beyond is now due for renewal. The Department, therefore, wishes to invite tenders from suitably experienced print service Contractors to fulfil its commitment to print, prepare and distribute Single Application packs to its client base from the 2015 Scheme.

II.1.6)Common procurement vocabulary (CPV)

22000000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

Estimated value excluding VAT: 210 000 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: 24 (from the award of the contract)

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:

N/A.

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

As per the Tender Documents.

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

No special form is required but one member of the consortium may be required to accept prime contractor responsibility for the other member(s).

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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: As per the Tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the Tender documents.
Minimum level(s) of standards possibly required: As per the Tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the Tender documents.
Minimum level(s) of standards possibly required:
Company Experience:
The tenderer must demonstrate experience within the last 3 years (which must include specific dates) of:
— Provision of services which are similar to the requirements detailed in these tender documents,
— Relevant experience such as, but in no way limited to printing, preparation and distribution of large volumes (at least 20,000 individual packs) of packs containing multiple documents some of which must have been personalised.
The tenderer must clearly demonstrate that they have the minimum level of experience detailed above by providing an example (s) of a previous assignment (s) with dates. Experience must be presented in a format that is easily identifiable to the evaluation panel as to what relevant experience the company has. Example (s) provided must be structured to include:
— project title and brief summary of services provided,
— its relevance to this assignment,
— Date the assignment commenced and was completed,
— Details of the entire process form initial brief through to the final outcomes. This must include details of the project and budget management,
— Evidence of ability to comply with data protection legislative requirements in service contract delivery.
Personnel Experience:
The tenderer must provide a Key Account Manager who must be prepared to be the client’s point of contact for all queries relating to this project unless the client feels another contact point is more suitable. If the Key Account Manager is contacted with a query it is the Key Account Manager’s responsibility to ensure the client’s query is answered.
The Key Account Manager must has experience within the last 3 years of managing similar projects including dealing with client communications, managing client accounts, delivering similar projects on budget and on time. Similar projects will include, but are not limited to, the printing, preparation and distribution of large volumes (at least 20,000 individual packs) of packs containing multiple documents some of which must have been personalised.
The tenderer must clearly demonstrate that they have the minimum level of experience detailed above by providing an example (s) of a previous assignment (s) with dates. Experience must be presented in a format that is easily identifiable to the evaluation panel as to what relevant experience the company has. Example (s) provided must be structured to include:
— project title and brief summary of services provided,
— its relevance to this assignment,
— Date the assignment commenced and was completed,
— Details of the entire process form initial brief through to the final outcomes. This must include details of the project and budget management.

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

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:

P_17736

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

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 10.9.2014 – 15:00

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

10.9.2014 – 15:00

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 10.7.2014 – 15:01
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Only CPD Procurement Staff with access to the project on eSourcing.

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

Suppliers Instructions How to Express Interest in this Tender:

1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.bravosolution.co.uk and click the link to register

— Accept the terms and conditions and click ‘continue’,
— 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).
2. Express an Interest in the tender – Login to the portal with the username/password
— Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier),
— Click on the relevant PQQ/ ITT to access the content,
— Click the ‘Express Interest’ button at the top of the page,
— This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only),
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining),
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT,
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
The successful contractor’s performance on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious matter. It means the public purse is not getting what it is paying for. If a contractor fails to reach satisfactory levels of contract performance they will be given a specified time to improve. If, after the specified time, they still fail to reach satisfactory levels of contract performance, the matter will be escalated to senior management in Department of Agriculture and Rural Development for further action. If this occurs and their performance still does not improve to satisfactory levels within the specified period, it may be regarded as an act of grave professional misconduct and they may be issued with a Certificate of Unsatisfactory Performance and the contract may be terminated. The issue of a Certificate of Unsatisfactory Performance will result in the contractor being excluded from all procurement competitions being undertaken by Centres of Procurement Expertise on behalf of bodies covered by the Northern Ireland Procurement Policy for a period of twelve months from the date of issue of the certificate.”

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Central Procurement Directorate
Clare House 303 Airport Road West
BT3 9ED Belfast
UNITED KINGDOM
Internet address: www.dfpni.gov.uk/cpd

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: CPD 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 challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) 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

Central Procurement Directorate
Clare House, 303 Airport Road West
BT3 9ED Belfast
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

29.7.2014