Supply and Delivery of Newspapers and Magazines

Supply and Delivery of Newspapers and Magazines

This contract will run for 3 years (from July 2014 – June 2017) with a possible extension period of 1 year.
The contract is for the supply and delivery of a range of National and Regional newspapers and similar publications to government offices within the Stormont Estate and greater Belfast area.

United Kingdom-Belfast: Newspapers

2014/S 071-122072

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Finance and Personnel Northern Ireland
Clare House, 303 Airport Road West
For the attention of: Alexandra Searle
BT3 9ED Belfast
UNITED KINGDOM
Telephone: +44 2890816275
E-mail: alexandra.searle@dfpni.gov.uk

Internet address(es):

General address of the contracting authority: http://www.dfpni.gov.uk/cpd

Electronic submission of tenders and requests to participate: Submitted via eSourcing NI
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: Central Government
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: yes

Department for Agriculture and Rural Development
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-agriculture-and-rural-development.htm
Belfast

Department of Culture, Arts and Leisure
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-culture-arts-and-leisure.htm
Belfast

Department of Education
ID http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-education.htm
Belfast

Department for Employment and Learning
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-for-employment-and-learning.htm
Belfast

Department of Enterprise, Trade and Investment
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-enterprise-trade-and-investment.htm
Belfast

Department of Finance and Personnel
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-finance-and-personnel.htm
Belfast

Department of the Environment
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-the-environment.htm
Belfast

Department of Health, Social Services and Public Safety
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-health-social-services-and-public-safety.htm
Belfast

Department of Justice
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-of-justice.htm
Belfast

Department of Rural Development
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-for-regional-development.htm
Belfast

Department of Social Development
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/department-for-social-development.htm
Belfast

Office of the First Minister and Deputy First Minister
http://www.nidirect.gov.uk/index/contacts/government-departments-in-northern-ireland/office-of-the-first-minister-and-deputy-first-minister.htm
Belfast

Northern Ireland Assembly
http://www.nidirect.gov.uk/index/contacts/contacts-az/northern-ireland-assembly.htm
Belfast

Northern Ireland Courts and Tribunal Services
Royal Courts of Justice, Chichester Street
BT1 3JF Belfast

Council for the Curriculum, Examinations and Assessment
Clarendon Dock
BT1 3BG Belfast

Public Prosecution Services
Royal Courts of Justice, Chichester Street
BT1 3JF Belfast

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

P15332: Supply and Delivery of Newspapers and Magazines.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Stormont Estate and other public sector buildings across greater Belfast, (approx 18 different buildings).
NUTS code UKN,UK

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)

This contract will run for 3 years (from July 2014 – June 2017) with a possible extension period of 1 year.
The contract is for the supply and delivery of a range of National and Regional newspapers and similar publications to government offices within the Stormont Estate and greater Belfast area.
The participating bodies to this contract includes:
Office of the First Minister and Deputy First Minister; Department of Agriculture and Rural Development; Department of Culture, Arts and Leisure; Department of Education; Department for Employment and Learning; Department of Enterprise, Trade and Investment; Department of the Environment; Department of Finance and Personnel; Department of Health, Social Services and Public Safety; Department of Justice; Department for Regional Development; Department for Social Development; Northern Ireland Courts and Tribunals Service; Northern Ireland Assembly; Public Prosecution Services and Council for the Curriculum, Examinations and Assessment.
II.1.6)Common procurement vocabulary (CPV)

22210000, 22200000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
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:
II.2.2)Information about options
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Separate invoices are to be sent monthly to each branch/office receiving newspapers/magazines. Billing information can be found in the ‘Attachments’ section within the ITT area of eSourcing.
The Client shall pay all sums due to the Contractor within 30 days of Receipt of a valid invoice. The Client shall, in addition to the Contract Price and following Receipt of a valid VAT invoice, pay the Contractor a sum equal to the VAT chargeable on the value of the Goods supplied in accordance with the Contract.
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
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Tenderers must be able meet all of the specification requirements – assessed on a pass/fail basis. Requirements are related to delivery times both week days and weekends, collection points, invoicing, day-to-day contract management, i.e. resolving issues/problems.
Full requirements are detailed in the Specification which is attached separately in the ‘Attachments’ section on eSourcing NI within the ITT area.
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

Lowest price
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:

P15332
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2014/S 37-060642 of 21.2.2014

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

14.5.2014 – 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: 14.5.2014 – 15:01
Place: Central Procurement Directorate
Clare House
BT3 9ED Belfast

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

Contract Management:
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 CPD 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. Further details on contract management can be found at http://www.dfpni.gov.uk/pgn_0112.pdf

Support for Programme for Government Objectives in that the Contractors must each make provision to provide work placements for each contract awarded as follows: The Contractor shall provide, either directly or through its supply chain a work placement opportunity through an appropriate Department for Employment and Learning (DEL) approved scheme in Northern Ireland, or through an equivalent scheme that is acceptable to the Contracting Authority if the Contractor is operating elsewhere in the UK or in another Member State. The Contractor shall liaise with the DEL Employer Contact Manager who can be contacted at socialclausevalidation@delni.gov.uk / Tel +44 2890252070 to ensure appropriate arrangements are put in place. The Contractor shall provide the unemployed participant with meaningful work experience, training and development which will enhance their opportunities for future employment In the event that an Unemployed Person commences the work experience or employment opportunity but withdraws or is removed from the placement before the required number of Person Weeks as detailed in the Work Placement Plan (see below) has been completed, the Contractor shall arrange for a replacement unless the total number of Person Weeks yet to be delivered by that Unemployed Person is less than 2. In seeking applicants from the DEL Schemes the Contractor shall highlight to potential applicants that a work placement may lead to an employment opportunity with the Contractor. In the event that the participant, during or on completion of their placement, is recruited by the Contractor as an employee, then the period of employment would contribute to the Contractor’s obligation to provide opportunities for the unemployed up to a maximum of 26 weeks. Details for DEL supported Programmes can be found at: http://www.delni.gov.uk/

Accessing Tender Documents:
If you are not currently registered on the eSourcing NI portal you will need to:
1. Register your company on the eSourcing portal (this is only required once). Go to:
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.
— Click on the relevant ITT to access the content.
— Click the ‘Express Interest’ button at the top of the page.
— This will move the ITT into your ‘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 ‘ITT Details’ box.
3. Responding to the tender
— Click ‘My Response’ under ‘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 ITT.
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You can save your work and come back to it at any time.
Once you have completed your tender and are ready to submit your reply, you must use 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.

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: 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

VI.5)Date of dispatch of this notice:4.4.2014