Supply of CD Duplication Services to UKHO

Supply of CD Duplication Services to UKHO

Supply of CD and DVD Duplication and/or Replication services, and blank CD/DVD media for the UKHO over a 3 years plus 1 option year period.

United Kingdom-Taunton: Compact disks (CDs)

2014/S 206-364620

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Procurement, UK Hydrographic Office, Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
Telephone: +44 1823723442

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main 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.1.1)Title attributed to the contract by the contracting authority:

Supply of CD Duplication Services.

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

Main site or location of works, place of delivery or of performance: UKHO, Admiralty Way, Taunton, Somerset England, TA1 2DN.


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

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

Estimated value excluding VAT:
Range: between 2 500 000 and 3 500 000 GBP

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

The UK Hydrographic Office (UKHO) is a world leader in the provision of navigational charts and publications and enjoys a high reputation for the quality of its products.
This OJEU Contract Notice is for the Supply of CD and DVD Duplication and/or Replication services, and blank CD/DVD media for the UKHO over a 3 years plus 1 option year period. This service shall include the following:
— The duplication and/or replication, packaging and supply of weekly, periodic and annual products titles produced by the UKHO
— Estimated quantities can be broken down as follows;
Weekly titles on CD and DVD
5 titles on CD – ranging between 5,500 and 11,000 copies with average lead times of 2-3 days, some required in 12-23 hours
1 title on DVD – 9,500 copies in 12-23 hours
Periodical titles on CD and DVD
12 titles on CD – ranging between 7,800 and 74,000 copies with average lead time of 2 days
1 title on DVD – 16,000 copies in 5 days
6 annual titles on CD – ranging between 20,000 and 27,000 copies – average lead time 10 days
See Statement of Requirements document for full details.
— Timescales are critical to this requirement as a number of the products include CD-based weekly update services and, within 24 hours, 1, 2, 3, 4, 5 and up to 10 working day turnaround options are required across the range of titles. There is a requirement for work to be processed and supplied over some weekends and Public Bank Holiday periods too, from time to time.
— Suppliers ability to receive CD/DVD data via File Transfer Protocol methods as well as hard copies by courier are essential. The UKHO’s preferred file format is pdf for printed artwork on CDs/DVDs, but other formats i.e. JPEG, Tiff, EPS could be considered. For data held on disk this needs to be in ISO format.
— Supply of quality blank CDs and DVDs by the Contractor, to the Authority’s specifications, shall be required during the contract period. For CDs the Authority currently uses Falcon Dupliline CD-R 52X Diamond-Smart White hub printable blank CD’s (or can consider alternative equivalent specification and performance CDs). For DVDs the Authority uses A grade disks. These disks are required to be able to image the disk using Epson PP-100AP printers. All deliveries shall be accompanied with an LSCD certificate.
— Other services required by the Contractor include, master data, artwork, printing and insertion of leaflets, user guides, proofing, technical support, quality checking (100% comparisons required for both physical and data integrity), packing and packaging options, delivery and delivery options. Thorough quality checking in accordance with the Authority’s requirements is a key part of this requirement
— The Authority has a corporate colour branding and all printing shall be expected to meet the colour requirements that apply. As part of the evaluation process a production process trial shall be conducted.
— Site visits to Tenderers production plant premises is required as part of the evaluation process.

Suppliers shall need to be BS EN ISO 9001:2008 accredited (or equivalent) to take part in the competition. Full tender documentation can be obtained from UKHO e tendering portal –

II.1.6)Common procurement vocabulary (CPV)

30234300, 30234400, 30234500, 79800000, 22100000

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

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


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:

See Statement of Requirements.

II.2.2)Information about options

Options: yes
Description of these options: 1 further option year on the Contract period. 3 years plus 1 option year.
II.2.3)Information about renewals

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

Duration in months: 48 (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
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: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(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:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(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;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
Site visit, references and production process trials.
Minimum level(s) of standards possibly required:
BS EN ISO 9001:2008
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
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

Payable documents: no

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

2.12.2014 – 11:00
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

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

IV.3.8)Conditions for opening of tenders

Date: 2.12.2014 – 11:00
Persons authorised to be present at the opening of tenders: no

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

As stated in Section I
As stated in Section I

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: