Provide Fulfilment Services for Northumbrian Water

Northumbrian Water and Essex and Suffolk Water provide their customers with the option to request free water saving products.

United Kingdom-Durham: Mailing-list compilation and mailing services

2016/S 049-081525

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Northumbrian Water Limited
Boldon House, Wheatlands Way, Pity Me
For the attention of: Stacey Dixon, Buyer
DH1 5FA Durham
UNITED KINGDOM
Telephone: +44 1913016429
E-mail: stacey.dixon@nwl.co.uk

Internet address(es):

General address of the contracting authority: www.nwl.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

Other: utility

I.3)Main activity

Other: water and waste water activity

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:

NW1671 — Water Saving Kit Fulfilment.

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

Services
Main site or location of works, place of delivery or of performance: North East England, Essex and Suffolk.
NUTS code UKC,UKJ

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)

Northumbrian Water (NW) and Essex and Suffolk Water (ESW) provide their customers with the option to request free water saving products. The products include a variety of devices and leaflets which help the customer to reduce utility bills and water consumption. Collectively the products create a bespoke water saving kit for each customer to help them reduce their water consumption and therefore their utility bills in their home.
Up until now this process has been completed internally but we are now looking for this to be contracted out.
NWL are open to proposals from applicants who can either source the products, fulfil and distribute or equally proposals from fulfilment houses, who would only complete the fulfilment and distribution are welcome. NWL would then provide the products in this instance to the fulfilment house. The contract length 2 years with the option to extend for a further year.

II.1.6)Common procurement vocabulary (CPV)

79570000

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:

In summary the water saving kit fulfilment will involve the following:
— Either the contractor or NW/ESW sourcing the water saving products and getting them delivered to the fulfilment house location.
— A daily list of customer’s water saving product requests will be sent to the contractor. The contractor will then be required to select the products each customer has requested and package into a bag and then mail out to the customer.
— The contractor will be required to keep a record of the water saving kit requests sent out.
There are two different approaches for this water saving kit fulfilment and these have been detailed in the two options below. The different approaches are determined as to whether the contractor or NW/ESW sources the products. The contractor is required to provide a cost for either or both options.
Option 1: Sourcing the products and fulfilment
Sourcing the products:
The contractor will be required to source all the products listed in Forecasted Volumes. The list also details the expected volumes for each product. With regards to literature products (such as leaflets) NW/ESW will provide the appropriate artwork and the contractor will have to source printing of these leaflets. The contractor will have suitable space available for storing all these products and will keep necessary stock levels in order to fulfil orders.
Fulfilment of water saving kit request:
The contractor will be required to fulfil all the customer requests for water saving products. The contractor will receive a daily report of individual customer’s requests for products. The contractor will be required to select the products the customer has requested and package suitably in a posting bag therefore creating the bespoke water saving kit for the customer. The contractor will be required to post the completed water saving kit to the customer. The customer should receive their water saving kit within 10 working days of their request. Expected volumes of kit requests can be found in Forecasted Volumes below. The contractor should keep a record of when the water saving kit request was received including the products requested and when the water saving kit was posted out in a database. A report detailing this information from this database should be sent to the water company on a weekly basis.
If submitting a price for Option 1 this should include a separate price for sourcing the products and a separate price for fulfilment.
Option 2: Fulfilment only
NW/ESW has the capability of sourcing all the products listed in Forecasted Volumes themselves and having these products delivered to the fulfilment house location. The contractor will still need to have suitable space available for storing all these products and will inform NW/ESW when further orders of stock are needed within good time to take account of order lead times.
The contractor will be required to fulfil all the customer requests for water saving products. The contractor will receive a daily report of individual customer’s requests for products. The contractor will be required to select the products the customer has requested and package suitably in a posting bag therefore creating the bespoke water saving kit for the customer. The contractor will be required to post the completed water saving kit to the customer. The customer should receive their water saving kit within 10 working days of their request. Expected volumes of kit requests can be found in Forecasted Volumes. The contractor should keep a record of when the water saving kit request was received including the products requested and when the water saving kit was posted out in a database. A report detailing this information from the database should be sent to the water company on a weekly basis.
The contractor should provide a price for fulfilling the water saving kit requests based upon NW/ESW sourcing and delivering the products.
Forecasted Volumes
The estimated annual total number of customer kit requests for ESW — 3 500 and NW — 12 000.
Listed below is all the products that could be requested by a customer as a part of their bespoke water saving kit. Alongside the product is the estimated annual volumes required.
Save-a-Flush: 14 000
Neopearl twin tap insert and tool: 14 000
Plugs: 14 000
Shower regulators (water Widget): 14 000
Shower timer: 14 000
Trigger hose gun: 9 000
Waterstick: 9 000
Water storing crystals: 9 000
Using Water Wisely leaflet (A5, 16 page, colour): 14 000
Garden Using water wisely leaflet (A5, 12 page, colour): 14 000
Waterstick instruction postcard: 9 000
Bath measure: 9 000
Dual-flush sticker: 9 000
Leaky-Loo strip: 7 000
Eco-flow tap spray: 7 000
Children’s Kit incl. Bath Buoy: 7 000.
Estimated value excluding VAT:
Range: between 600 000 and 1 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

This will be advised if invited to tender.

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

This will be advised if invited to tender.

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

This will be advised if invited to tender.

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: This will be set out in the Pre-Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: This will be set out in the Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
This will be set out in the Pre-Qualification Questionnaire.

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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

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:

NW1671

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

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

22.3.2016 – 16:00

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

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:

7.3.2016