Transactional Print Tender for DWP

Transactional Print Tender for DWP

DWP IT Transformation Programme — Hosting Stream — Transactional Print Sub Stream.

United Kingdom-Warrington: Printing services

2014/S 187-330317

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department for Work and Pensions
301 Bridgewater Place
For the attention of: Janet Fletcher
WA3 6XF Warrington
Telephone: +44 1925845406

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: HM Revenue and Customs
Commercial Directorate, 5W Ralli Quays, 3 Stanley Street
For the attention of: Brian Henners
M60 9LA Salford
Telephone: +44 3000587854
Internet address:

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

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

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 Work and Pensions
301 Bridgewater Place

Section II: Object of the contract


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

DWP IT Transformation Programme — Hosting Stream — Transactional Print Sub Stream.

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

Service category No 15: Publishing and printing services on a fee or contract basis

NUTS code 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)

Printing services. Printed books, brochures and leaflets. Security-type printed matter. Services related to printing. Printing and distribution services. Facilities management services involving computer operation. Composition services. DWP Transactional Bulk Print Services are currently provided through DWP’s Standard Services Business Allocation (SSBA) contract which expires on 23.2.2015. Transactional Print is a very important customer facing service which each year generates over 500 million A4 pages of customer notifications and internal reports, which primarily communicate important information about customer entitlement to benefit, covering a myriad of customer groups which include: all DWP operational areas (including Child Maintenance Group), Shared Services (Financial Services Branch), HMRC (Child Benefit), Northern Ireland Social Security Agency, Service Personnel and Veterans Agency (War Pensions) and Debt Management. All outputs are currently generated from two long standing Print Centre’s based at Clarke House Norcross and Durham House Washington. DWP are currently undertaking a large scale IT Transformation Programme (ITTP) within which the Transactional Print Service is being disaggregated from the wider Hosting contract where it currently sits. This requirement is being taken to market via open competition which will result in a direct DWP award, enabled to allow other areas of DWP and/or Other Government Departments to utilise this contract should it fit requirements. The Requirement: The contract will cover the large scale transactional bulk printing, mail sorting, and presentation for distribution into the postal network of DWP customer letters and internal reports, together with collation and insertion into the envelopes of associated leaflets or other printed information to contracting authority customers. There will be a requirement for the supplier to work closely with the contracting authorities in order to transform their communications to customers via a variety of media utilising both hard copy and digital. The contract covers both mainland UK and Northern Ireland. Operation covers:— The extraction and manipulation of customer specific data, generated from front line operational processing systems. — Printing of software application generated documents specifically in line with operational business rules i.e. customer notifications — Enveloping of printed outputs together with inclusions specified by the software application i.e. inserts, reply envelopes- Mail sorting of sealed envelopes and despatch preparation ready for collection by one or more postal carriers (postal channels are out of scope of this contractual arrangement and covered under the Mail and Office Services contract). — A small percentage of insert printing primarily for customers living in Northern Ireland. What we are looking for:- The robust delivery of a disaggregated future Print contract, which is flexible enough to accommodate Transformational changes to the current DWP Print Service. Transformation is required as a result of the desire to move towards electronic outputs, standardise file output types, innovate process and develop a true commodity based service with a reduction in bespoke DWP processing elements.- To focus on business continuity as a priority during the transition period and beyond, maintaining robust accurate outputs whilst safeguarding customer data. — A demonstration of the flexibility to accommodate increases in output volumes during the peak Welfare Reform migration and take on period. — To accommodate outcome from a review the long term Print Centre estates position with regard to future proofing accommodation as we move into a more digital DWP era and reduce the requirement for hard copy outputs. — To seek to further modernise the current Print service by taking advantage of latest technological advances, moving away from aspects of organically grown processes into common market standards, readily transportable at the end of the new contract term. — To implement a reduction in the current Print disaster recovery service in line with specified DWP requirements and operational priorities. — To provide value for money pricing which in turn will contribute to DWP efficiency targets. Exact specification included in the Invitation to Tender suite of documentation. DWP also reserves the right to undertake E-auction in any procurement, should we decided this is applicable. This contract will be available for use by the following contracting bodies: — The use of the Department for Work and Pensions (DWP), its Executive Agencies and those Non-Departmental Public Bodies (NDPBs) sponsored by DWP. Further information including a list of such Agencies and Public Bodies can be viewed by selecting ‘About DWP’ on the Departmental website andNorthern Ireland Department for Social Development (DSD) ‘DSD’The Department for Social Development acting for and on behalf of the Social Security Agency (Northern Ireland). Further information on this department can be viewed at: Any Other Government Department or Executive Agency wishing to use this contract to meet their respective service requirements. Further information on the full list can be viewed at: Public Sector Classification Guide

II.1.6)Common procurement vocabulary (CPV)

79810000, 22100000, 22450000, 79820000, 79824000, 72514100, 79822000

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

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

The contracting authority makes absolutely no guarantee on either the value of this contract or volumes contained. Volumes contained are indicative only, estimated at 500 000 000 A4 pages of transactional Print annually (UK and Northern Ireland). These volumes will be subject to change, the Cost Model Document contained within the Invitation to Tender Pack gives indicative volumes, and the associated pricing will be agreed between the Authority and Supplier on each and every anniversary year during the total lifetime of the contract.
Estimated value excluding VAT:
Range: between 100 000 000 and 250 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: At the end of the initial 5 year contract term, DWP may wish to extend the contract by an additional 1 year, with a further option to extend for another 1 year. This extension is not guaranteed.
II.2.3)Information about renewals

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:

Parent company guarantees, performance bonds or deposits may be required prior to contract signature.

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

Full details of the above are contained within the Invitation to Tender document set. Available through Emptoris,

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

The contracting authority will only contract with a single legal entity and any consortium will be required to set up such an entity, for example a Special Purpose Vehicle, as a condition of and prior to contract award.

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: Any supplier may be disqualified if any of the circumstances listed in Article 45 of the Public Procurement Directive 2004/18/EC (Regulation 23 of the UK Public Contracts Regulations 2006) apply to their organisation and suppliers will be asked to complete an appropriate declaration, which will be provided at tender stage.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender documents, which are available to download on Emptoris from 26.9.2014.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Invitation to Tender documents, which are available to download on Emptoris from 26.9.2014.
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

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: yes
Additional information about electronic auction: DWP are considering the use of an electronic auction for DWP Transactional Print procurement at this time but this is not guaranteed. DWP will inform bidders at the point the Invitation to Tender documentation is issued if an electronic auction will be used.
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

UI DWP 100922

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


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 23.10.2014 – 15:00
Payable documents: no

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

31.10.2014 – 12:00
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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 31.10.2014 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Tenders will be open by Crown Commercial Services bid manager on behalf of DWP.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published: 5 years.

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

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, and the contract will be awarded on the basis of the most economically advantageous tender. Crown Commercial Services on behalf of DWP This procurement will be managed electronically via HM Revenue & Customs e-Sourcing Suite. To participate in this procurement, participants must first be registered on the e-Sourcing Suite. If you have not yet registered on the eSourcing Suite, this can be done by emailing: email must clearly state: the name and reference for the procurement you wish to register for; the name of the registered supplier; and the name and contact details for the registered individual sending the email. Crown Commercial Service will process the email and then enable the supplier to access the procurement on-line via the e-Sourcing Suite The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information. Further details about the eSourcing system can be found in the Suppliers guide for selling to HM Revenue & Customs using the following link: technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service Help-desk : +44 3000587778 e-mail: ALL tender documentation will be downloadable from the Emptoris website and should be uploaded by 12:00 on 31.10.2014. The Authority expressly reserves the rights: — Not to award any contract as a result of the procurement process commenced by publication of this notice; — To make whatever changes it may see fit to the content and structure of the tendering competition; — To award one or more public contract(s) in relation to part only of the requirements covered by this notice; and — To award a contract(s) in stages. In no circumstances will the Authority be liable to any bidders for any costs incurred.

To view this notice, please click here:

GO Reference: GO-2014925-PRO-6037820
IV.3.2) Previous publication(s) concerning the same contract
Notice on a buyer profile

Notice number in the OJEU: 2014/S 12-016990 of 15.1.2014

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

HM Revenue and Customs
Commercial Directorate, 5W Ralli Quays, 3 Stanley Street
M60 9LA Salford
Telephone: +44 3000587871
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to bidder(s). Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales, and Northern Ireland). Any such action must generally be brought within 30 days. If a declaration of ineffectiveness is sought, any such action must be brought within 30 days where the Authority has communicated the award of the contract and a summary of reasons to bidder(s), or otherwise within 6 months of the contract being entered into. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the Authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.3)Service from which information about the lodging of appeals may be obtained

HM Revenue and Customs
Commercial Directorate, 5W Ralli Quays, 3 Stanley Street
M60 9LA Salford
Telephone: +44 3000587871
Internet address:

VI.5)Date of dispatch of this notice: