Tender for Postal Services National Framework – Scotland

Tender for Postal Services National Framework – Scotland

The Scottish Ministers wish to award a Framework Agreement for the provision of postal services for users throughout the public sector in Scotland.

United Kingdom-Glasgow: Postal and telecommunications services

2020/S 252-638090

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Scottish Government
Postal address: 5 Atlantic Quay
Town: Glasgow
NUTS code: UKM SCOTLAND
Country: United Kingdom
E-mail: Kathleen.Cowan@gov.scot
Telephone: +44 1412425962
Internet address(es):
Main address: http://www.scotland.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Postal Services National Framework (Scotland)

 

Reference number: SP-19-035

II.1.2)Main CPV code

64000000 Postal and telecommunications services

II.1.3)Type of contract

Services

II.1.4)Short description:

 

The Scottish Ministers wish to award a framework agreement for the provision of postal services for users throughout the public sector in Scotland. The framework agreement will comprise of 2 lots:

Lot 1: Single supplier one stop shop (physical, hybrid, scheduled/regular bulk mail (print and post) and digital mail services)

Physical mail services: The collection and delivery of mail from Framework Public Bodies throughout Scotland, including the Highlands and Islands.

Off site hybrid mail: provision of an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print.

Scheduled/regular bulk mail: the production and delivery of planned or bulk mailings.

Digital e communications: provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, secure web-based communications.

Lot 2: Single supplier hybrid scheduled/regular bulk mail (print and post) and digital mail services:

Off site hybrid mail: provision of an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print.

Scheduled/regular bulk mail: the production and delivery of planned or bulk mailings.

Digital e communications: provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, secure web-based communications.

 

II.1.5)Estimated total value

Value excluding VAT: 36 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
II.2)Description

II.2.1)Title:

Lot 1: Stop Shop — Physical, Hybrid, Scheduled Regular/Bulk, and Digital Mail Services

 

Lot No: 1

II.2.2)Additional CPV code(s)

64000000 Postal and telecommunications services
64112000 Postal services related to letters
64113000 Postal services related to parcels

II.2.3)Place of performance

NUTS code: UKM SCOTLAND

II.2.4)Description of the procurement:

 

Lot 1 of this framework agreement is for the provision of a one stop shop for the following postal services

Physical, hybrid, scheduled regular/bulk, and digital mail services.

Physical mail: the collection and delivery of mail from Framework Public Bodies throughout Scotland, including the Highlands and Islands. It is prepared for posting by the Framework Public Body and collected by the contractor from Framework Public Body sites. It is sorted by the contractor and either delivered directly to recipients by the Contractor if they operate an end to end process, or injected into the Royal Mail network ‘downstream’ for final mile delivery by Royal Mail.

Off site hybrid: The contractor shall provide an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print.

Scheduled/regular bulk mail: The production and delivery of planned or bulk mailings including includes, but is not limited to health screening service letters, generic health messaging, appointment letters and reminders; Council tax notices and reminders, bursary notices, prospectus packs.

Digital e communications: the provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, Secure web-based communications.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The framework will be placed for a 4-year period and may be subject to renewal at the end of the 4-year period.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Lot 2: Hybrid, Scheduled Bulk/Planned (Print and Post), and Digital Mail Services

 

Lot No: 2

II.2.2)Additional CPV code(s)

64000000 Postal and telecommunications services
64112000 Postal services related to letters

II.2.3)Place of performance

NUTS code: UKM SCOTLAND

II.2.4)Description of the procurement:

 

Lot 2 of this framework agreement is for the provision of the following postal services: Hybrid, scheduled regular/bulk, and digital mail services.

Off site hybrid: the contractor shall provide an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print.

Scheduled/regular bulk mail: the production and delivery of planned or bulk mailings including includes, but is not limited to health screening service letters, generic health messaging, appointment letters and reminders, council tax notices and reminders, bursary notices, prospectus packs.

Digital e communications: the provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, Secure web-based communications.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The framework will be placed for a 4-year period and may be subject to renewal at the end of the 4-year period.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to Section B of Part IV of the ESPD (Scotland) and covers question 4B.5

 

Minimum level(s) of standards possibly required:

 

4B.5.1a, 4B.5.1b and 4B.5.2 – It is a requirement of this framework that bidders hold or can commit to obtain prior to commencement of any subsequently awarded framework that the types and levels of insurance indicated below:

Employers (compulsory) liability: in accordance with any legal obligation for the time being in force

Public liability insurance: GBP 1 million per incident

Professional indemnity insurance: GBP 1 million per incident.

Bidders who do not have or who cannot commit to obtain the levels of insurance requested may be excluded from the procurement process. In the event of award of a contract Scottish Government will seek proof that these insurance provisions have been fully complied with.

 

III.1.3)Technical and professional ability

List and brief description of selection criteria:

This section refers to Section A of Part IV of the ESPD (Scotland) and covers question 4A.2

 

Minimum level(s) of standards possibly required:

The Authority accepts that Down Stream Access (DSA) may be a solution offered by contractors under this framework agreement. where this is the case, contractors should be in possession of an access agreement with Royal Mail and if required to, be prepared to provide the Authority with evidence of this agreement.

 

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 2

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 218-535127

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 18/02/2021
Local time: 14:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 9 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 18/02/2021
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Within 4 years.

 

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

 

The agreement will be for use by the Scottish Ministers (incl Agencies), Scottish Non-Departmental Public Bodies, offices in the Scottish Administration which are not ministerial offices, cross-border public authorities within the meaning of section 88(5) of the Scotland Act 1998, the Scotland Office, the Scottish Parliamentary Corporate Body, councils constituted under section 2 of the Local Government etc (Scotland) Act 1994, bodies registered as social landlords under the Housing (Scotland) Act 2001, Scottish health boards or special health boards, Student Loans Company Limited, the Commissioner of Northern Lighthouse operating as the Northern Lighthouse Board, Scottish Futures Trust, Equality and Human Rights Commission, Business Stream Ltd, the Business Gateway National Unit at the Convention of Scottish Local Authorities, further or higher education institutions being fundable bodies within the meaning of section 6 of the further and Higher Education (Scotland) Act 2005, any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament, any association of or formed by one or more of the foregoing, bodies financed wholly or mainly by one or more of the foregoing, bodies subject to management supervision by one or more of the foregoing and bodies more than half of the board of directors or members of which, or, in the case of a group of individuals, more than half of those individuals, being appointed by one or more of the foregoing. In addition to the contracting authorities listed, the framework agreement will be available to charities entered on the Scottish Charity Register and voluntary organisations entered on the Membership Database of the Scottish Council for Voluntary Organisations. Information about agencies of the Scottish Ministers,Scottish Non-Departmental Public Bodies and offices in the Scottish Administration which are not ministerial offices are listed at http://www.scotland.gov.uk/Topics/Government/public-bodies/about/Bodies

Overview of the governance structure of public procurement for Scotland,including the Public Procurement Group.

https://www.gov.scot/publications/public-procurement-governance/

Section D of Part II of ESPD (Scotland) for question 2D.1.1. Where bidders intend to sub-contract any share of the contract they are required to name proposed sub-contractors.

Bidders may tender for one or both lots but the number of lots awarded to a single bidder is limited. A bidder may only be successful in one lot. We will undertake the evaluation in sequence and evaluate Lot 1 first. The bidder with the most economically advantageous tender in Lot 1 will be the preferred bidder for Lot 1. If the preferred bidder for Lot 1 also bid for Lot 2, they will be eliminated from consideration for Lot 2. From the remaining bids in Lot 2 the bidder with the most economically advantageous tender will be the preferred bidder for Lot 2.

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Sco) Regs 2015

The buyer is using PCS-Tender to conduct this ITT exercise. The project code is 17629. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

The Scottish Government is persuaded by evidence which shows that the delivery of high quality public services is critically dependent on a workforce that is well motivated, well led, and has appropriate opportunities for training and skills development. These factors are also important for workforce recruitment and retention, and thus continuity of service.

(SC Ref:636371)

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: Edinburgh Sheriff Court and Justice of the Peace Court
Postal address: 27 Chambers Street
Town: Edinburgh
Postal code: EH1 1LB
Country: United Kingdom
Telephone: +44 1312252525
Internet address: https://www.scotcourts.gov.uk/the-courts/court-locations/edinburgh-sheriff-court-and-justice-of-the-peace-court

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session.

 

VI.5)Date of dispatch of this notice:

23/12/2020