Supply Managed Print Service to University of Bath

Supply Managed Print Service to University of Bath

We are seeking to appoint a contractor who can undertake to supply, implement and maintain a range of appropriate networked hardware and associated software, throughout the University estate.

United Kingdom-Bath: Printing services

2016/S 017-025974

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Bath
Purchasing Services, Claverton Down
For the attention of: Lester Hayward
BS2 7AY Bath
Telephone: +44 1225384822

Internet address(es):

General address of the contracting authority:

Electronic submission of tenders and requests to participate:

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


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:

Provision of a Managed Print Service.

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

Service category No 7: Computer and related services

NUTS code UKK12

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)

Printing services. Reproduction equipment. Office machinery, equipment and supplies except computers, printers and furniture. Parts and accessories of photocopying apparatus. Maintenance and repair of office machinery. Services related to printing. Photocopying equipment. Hardware integration consultancy services. Office and business machines. Document management services. Printers and plotters. Printing and graphics equipment. Printing machinery. Parts of printing or bookbinding machinery. Print utility software package. Print utility software development services. The University of Bath is seeking tenders for a ‘second generation’ Managed Print Service. We are seeking to appoint a contractor who can undertake to supply, implement and maintain a range of appropriate networked hardware and associated software, throughout the University estate.

II.1.6)Common procurement vocabulary (CPV)

79810000, 30121300, 30100000, 30125000, 50310000, 79820000, 30121200, 72228000, 30123000, 72512000, 30232100, 42962000, 42991200,42991500, 48773000, 72212772

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: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

We are seeking to appoint a contractor who can undertake to supply, implement and maintain a range of appropriate networked hardware and associated software, throughout the University estate. The chosen solution must be reliable and robust. The Operational Support must target 100 % uptime from the software solution and manage the hardware side of the solution so that maximum availability is maintained, even during busy periods, such as multiple assignment hand in periods and the start of the academic year. The current fleet is owned by the University and there are 363 devices. 84 % of the print/copy volume is from staff. In terms of number of prints and copies per year, the University currently prints approximately 17 million mono and 2 million colour copies as part of its current MFD fleet. The University is seeking a refresh of the fleet which will need to provide the following services for staff and students:
—Pull Printing.
—Print Accounting and Budgeting System.
—Cash Accounting.
—Mobile Printing.
—Fleet Management software Tool.
—Faxing (on a small number of devices).
Provision of copying and, ideally, printing (including from mobile devices), for guests is also required.
Estimated value excluding VAT: 2 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial contract period will be 5 years with the option for 3 annual extensions up to a maximum of 8 years. The University reserves the right to award the extension periods as 3 individual extensions of 1 year or 1 single extension of 3 years depending upon circumstances after 5 years.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

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: yes
Description of particular conditions: It is anticipated that the Transfer of Undertakings (Protection of Employment) Regulations 2006 as Amended by the Collective Redundancies and Transfer of Undertakings (Protection of Employment) (Amendment) Regulations 2014 (TUPE) may apply for this contract. Potential bidders are advised to form their own view on whether TUPE applies, obtaining their own legal advice and carrying out due diligence upon issue of the Invitation to Tender.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Please see Pre-Qualification Questionnaire.

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 on these turnovers is available.
Please see Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Please see Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Please see 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
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

Envisaged minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: Please see Pre-Qualification Questionnaire.
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:


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

22.2.2016 – 14:00

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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

This tender is being conducted as part of the University of Bath’s eTendering programme run in conjunction with BIPS DELTA. Expressions of interest in this opportunity, further information and/or documents are available at: To express an interest in this opportunity you must register on this site to obtain a login and password (If you are already registered you will not need to register again, simply use your existing username and password). Please note there is a password reminder link on the home page. You must log in and go to Your Response Manager and add the following Access Code: 7M75CD3QP4. Please ensure you follow all instructions provided to you there. The deadline for submitting your response is 14:00 hrs on the 22.2.2016. Please ensure that you allow plenty of time when responding especially if you are required to upload response documents. Please note late responses cannot be accepted. If you experience any technical difficulties please contact the Delta eSourcing help desk on +44 8452707050 or email

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2016122-PRO-7615931.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Bath
Purchasing Services
BA2 7AY Bath
Telephone: +44 1225384822

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: