Printing and Reprographics Management Tender

Printing and Reprographics Management Tender

The Thomas Hardye School is planning to reform its printing and reprographics procedures in order to cut costs and wastage. We wish to use a usage monitoring software, for example Paper Cut or an equivalent, in conjunction with photocopiers and printers situated around the academy’s site.

United Kingdom-Dorchester: Printing and related services

2014/S 186-327599

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

The Thomas Hardye School
Queens Avenue
Contact point(s): The Thomas Hardye School, Queens Avenue, Dorchester, Dorset, DT1 2ET, UK
For the attention of: Alan Trowbridge
DT1 2ET Dorchester
UNITED KINGDOM
Telephone: +44 1305756802
E-mail: atrowbridge@thomas-hardye.net
Fax: +44 1305250510

Internet address(es):

General address of the contracting authority: http://www.thomas-hardye.net

Address of the buyer profile: http://www.thomas-hardye.net

Electronic access to information: http://www.thomas-hardye.net/eujournal

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

Other: Academy (Secondary School)

I.3)Main activity

Education

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 Reprographics Management.

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

Supplies
A combination of these
Main site or location of works, place of delivery or of performance: The Thomas Hardye School, Queens Avenue, Dorchester, Dorset, DT1 2ET, UK.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement

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

The Thomas Hardye School is planning to reform its printing and reprographics procedures in order to cut costs and wastage. We wish to use a usage monitoring software, for example Paper Cut or an equivalent, in conjunction with photocopiers and printers situated around the academy’s site.
We require the new system to be installed and fully operational by Monday, 1.6.2015.
We would retain full operational control and management of the system, subject only to training and technical support provided by the successful bidder.
The new system software will need to be compatible with Frog, our web-based virtual learning platform; SIMS, our management information system; and Active Directory, our network directory services.
To replace the existing, we have identified the need for the following devices:
— 2 x SRA3 mono MFD / 95ppm / A4 large capacity tray / booklet finisher / hole punch / cover interposer
— 2 x A3 colour MFD / 60ppm / 4 x 550 sheet paper trays / booklet finisher
— 1 x A3 colour MFD / 55ppm / 4 x 550 sheet paper trays / booklet finisher / fax
— 2 x A3 colour MFD / 45ppm / 4 x 550 sheet paper trays / booklet finisher (on one device)
— 1 x A3 mono MFD / 40ppm / 4 x 500 sheet paper trays / booklet finisher / hole punch
— 1 x A3 colour MFD 30ppm / 4 x 550 sheet paper trays
— 2 x A4 colour MFD / 40ppm 2 x 550 sheet paper trays
— 20 x A4 colour laser printer / 35ppm / 1 x 550 sheet paper tray
— 11 x A4 mono laser printer / 55ppm / 1 x 550 sheet paper tray
— 5 x A4 mono laser printer / 45ppm / 1 x 250 sheet paper tray
Copiers to be lockable in order to maintain security.
Software required:
— 1 x 3000 user licence PaperCut MF (or equivalent) including 5 years software support and upgrades, on-site support, remote support (no additional fees); mobile devices to be included and monitored
— 11 x Embedded PaperPath (or equivalent) licence on MFDs to enable single sign on for copy control, follow me print, scan to e-mail, scan to file, scan to home drive, scan to Frog
— 11 x Proximity card readers attached to the MFDs to enable single sign on, account management for print and copy, ease of use, follow me print at any device with a card reader
— SIMS DMS Assistant, create barcode cover sheets for students, staff, contacts etc, via barcodes, SIMS DMS Assistant then sorts and files into relevant area
— Software is server based
We estimate that the academy’s annual print and copy volume is
— 5,935,000 mono
— 180,000 colour
The total value of the contract is over 5 years and applies to a usage and lease of the photocopiers and printers for that period.
Please demonstrate how you would ensure that the devices perform satisfactorily over the 5 year period if there is increased usage.
Please provide details of what staff training you would provide, both at installation and on-going.
Please give details of the nature of your technical support, including engineer call-out response times.
Please provide details of any price increases that would be built into your proposed contract.
Please give examples of other academies and / or schools with whom you have print management contracts.
Award Criteria Weighting
1. Closeness to specification 4
2. Training and Technical Support 3
3. Price 2
4. Experience with Schools 1

II.1.6)Common procurement vocabulary (CPV)

79800000

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

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

II.1.8)Lots

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:

Estimated value excluding VAT: 250 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes

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:
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: no
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: Documents necessary for evaluating if the requirements are met: a) a copy of your financial statements for the most recent 2 years; b) a statement of your profit and loss account, balance sheet and cash-flow for the most recent year of trading; c) a bank letter outlining the current position (a reference). Please also provide proof that you have Employers Liability Insurance and Public Liability Insurance.
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 number of operators: 5
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 below

1. Closeness to specification. Weighting 4

2. Training and technical support. Weighting 3

3. Price. Weighting 2

4. Experience with schools. Weighting 1

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

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

7.11.2014 – 16:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.11.2014

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: yes
Estimated timing for further notices to be published: 2019

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
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:

24.9.2014