CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Blaenau Gwent County Borough Council

Bridgend County Borough Council

Caerphilly County Borough Council

Cardiff Council

Carmarthenshire County Council

Ceredigion County Council

Conwy County Borough Council

Denbighshire County Council

Flintshire County Council

Gwynedd Council

Isle of Anglesey County Council

Merthyr Tydfil County Borough Council

Monmouthshire County Council

Neath Port Talbot County Borough Council

Newport City Council

Pembrokeshire County Council

Powys County Council

Rhondda Cynon Taf County Borough Council

City & County of Swansea Council

Torfaen County Borough Council

Wrexham County Borough Council

Welsh Government

ABM University Health Board

Aneurin Bevan Health Board

Betsi Cadwaladr Health Board

Cardiff and Vale University Health Board

Cwm Taf Health Board

Hywel Dda Health Board

Powys Health Board

Public Health Wales

Velindre

Welsh Ambulance Service Trust

NHS Wales Shared Services Partnership

Aberystwyth University

Bangor University

Cardiff MET University

Cardiff University

Glyndwr University

Swansea University

University of South Wales

University of Wales Trinity Saint David

University of Wales Registry

Bridgend College

Cardiff and Vale College

Coleg Cambria

Coleg Ceredigion

Coleg Gwent

Coleg Sir Gár

Coleg y Cymoedd

Gower College Swansea

Grwp Llandrillo Menai

NPTC Group

Pembrokeshire College

St Davids Catholic College

The College Merthyr Tydfil

WEA Cymru

Dyfed Powys Police

Gwent Police

North Wales Police

South Wales Police

South Wales Fire & Rescue Service

Mid & West Wales Fire and Rescue Service

North Wales Fire & Rescue Service

National Assembly for Wales

National Museum of Wales

HEFCW

National Library for Wales

Arts Council of Wales

Care Council of Wales

Natural Resources Wales

Sport Wales

Local Democracy and Boundary Commission for Wales

Royal Commission on the Ancient and Historical Monuments of Wales

Aelwyd Housing Association

Bro Myrddin Housing Association

Bron Afon Community Housing

Cadwyn Housing Association

Cardiff Community Housing Association

Cartrefi Conwy

Cartrefi Cymunedol Gwynedd

Coastal Housing Group

Community Lives Consortium

CT Cantref

Cynon Taf Community Housing Group

Derwen Cymru

Family HA (Wales)

First Choice Housing Association

Grwp Cynefin

Grwp Gwalia Cyf

Hafan Cymru Carmarthen

Hafod Care Association

Hafod Housing Association

Hendre Group

Linc Cymru Housing Association

Melin Homes

Merthyr Tydfil Housing Association

Merthyr Valley Homes

Mid Wales HA

Monmouthshire HA

Newport City Homes

Newydd HA

North Wales Housing Association

NPT Homes

Pembrokeshire Housing

Pennaf Housing Group

RCT Homes

Rhondda Housing Association

Seren Group

Soroptomist Housing Association Carmarthen

Taff Housing Association

Tai Calon

Tai Ceredigion

Tai Cymdogaeth Cyf

United Welsh

Valleys 2 Coast

Wales & West Housing

BBC

Vale of Glamorgan Council

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

All Wales

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

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

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The intention is to let a Postal Services and Courier Services & Mailroom Equipment Framework for use by the Public Sector in Wales which is being conducted by the National Procurement Service (NPS). This framework agreement will be a multi-supplier agreement with multi-technical Lots providing national coverage of Wales.

As a consequence of the Government of Wales Act 2006, the contracting party will be the Welsh Ministers. Any agreement that is established as a result of this procurement exercise will be managed by NPS.

It is anticipated that a significant number of public bodies in Wales and devolved government, may, if they wish to do so, utilise the Framework Agreement. Such organisations may include (but will not be limited to) central government departments, unitary authorities, NHS bodies, agencies, local and emergency authorities (police and fire), voluntary organisations and educational establishments .

The list of Welsh public sector organisations is detailed at http://npswales.gov.uk/about-us/customer-member-organisations

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

The deposits, guarantees or bonds required by the contracting authority will be set out in the contract documents. The awarding authority reserves the right to request parent company and/or guarantees of performance and financial liability.

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

Tender pricing must be in Sterling (GBP). Payments made under the framework agreement awarded will be in Sterling (GBP). A Mandatory Supplier Rebate will be charged to suppliers appointed under the framework agreement in order to cover the costs of establishing and managing the framework agreement. Further information will be made available in the tender documentation.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

The Authority actively encourages in respect of this framework sub Contracting and Joint Bidding. The Authority encourages consortia bids, especially from SMEs, for the framework. The Authority recognising the potential added value and community benefits that can come from SMEs working together and the positive impact on the economy of Wales.

The attached link provides further information

http://cymru.gov.uk/topics/improvingservices/bettervfm/publications/jointbidding/?lang=en

None specified, save that in the case of a partnership or consortium or other group of more than one legal entity bidding together, the contract will be with either (1) all bidders on the basis of joint and several liability, or (2) with one or more of the parties acting as 'prime contractor' (and where more than one, on a joint and several liability basis). Where the contract is with a special purpose company with separate legal personality established for the project, the contracting authority will require sufficient guarantees to be given by participants in that company or their parents.

III.1.4)

Other particular conditions to which the performance of the contract is subject

The Authority and the Customers are required to provide management information returns at regular intervals to a variety of stakeholders, therefore Suppliers will be expected to provide comprehensive detail on a monthly basis (or at time interval identified by Customers). Information should be submitted in the format agreed with the Authority.

The Authority and Supplier(s) shall agree Key Performance Indicators (KPI’s), during the implementation of the framework and any subsequent commitments, for the Postal and Courier Services and Mailroom Equipment. The Supplier(s) shall set up processes to monitor performance against the agreed KPI table in order to report to the Authority. The Supplier(s) shall at all times ensure compliance with the standards set by the KPI.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Please refer to the Invitation to Tender.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

NPS-CSC-0023-15

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

Please ensure that you find and complete the following ITTS on the eTenderWales system:

itt_52061 - Qualification Envelope & Generic Technical Envelope (To be completed by EVERY bidder)

Every bidder MUST complete the Qualification & Generic Technical Questionnaire AS WELL AS A Technical Questionnaire specific to each Lot you are bidding for. Failure to do this may render your bid non-complaint and your bid may be rejected.

itt_52059 - Lot 1: Collection and Delivery

itt_52056 - Lot 2: Hybrid Mail On-site

itt_52064 - Lot 3: Hybrid Mail Off-site

itt_52066 - Lot 4: International Mail Services

itt_52072 - Lot 5: Mail Room Equipment

itt_52073 - Lot 6: On-site Inbound Mail

itt_52074 - Lot 7: Off-site Inbound Mail

itt_52075 - Lot 8: Same Day National Courier Service

itt_52076 - Lot 9: Next Day Courier

itt_52077 - Lot 10: International Courier

itt_52078 - Lot 11: Medical, Temperature Controlled & Dangerous & Hazardous Goods

itt_52079 - Lot 12: Cycle Courier

Use the ITT code to search for the above Lots. If you are unable to find any of the above Lots whilst using the eTenderWales system, please contact the helpdesk on 0800 3684852.

(WA Ref:39888)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

This Framework Agreement will be using a Non-Core approach to ‘Community Benefits’. Tenderers are asked to submit a Method Statement in the form of a Community Benefits Plan setting out how they will deliver ‘community benefits’ on a cost neutral basis through the contract as requested in the Technical Questionnaire.

For more information please refer to the General Specification Document.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

This Lot provides access to a range of postal collection and delivery services for all organisations as defined by mail volume bands. The Lot will provide access to the posting and delivery of small packets and parcels, so Customers are not faced with procuring two services from two different Lots; instead being able to put the majority of their postal requirements through this single Lot.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Mail Items are deemed to conform to the following dimensions:

Weight LxWxT(max)

Letter 100g 240x165x5mm

Large Letter 750g 353x250x25mm

Packet / Small Parcel 2kg 450x350x80mm

Mail categories include, but not limited to, Bulk Mail, Standards Mailings, Sorted and Unsorted Mail Items.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This Lot covers the collection of various items from the Customer within Wales and facilitate delivery to international addresses.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The service is required to collect various consignment types such as packets and parcels from the Customer within Wales and facilitate delivery to international addresses within Europe and the Rest of the World (ROW). A range of flexible solutions and delivery timescales will need to be provided.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This Lot covers the collection of Medical, Temperature Controlled, Dangerous & Hazardous Goods consignments from within Wales and deliver to addresses within the UK or on occasion, delivery to international addresses.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

This Lot is for the transportation of goods that come under the 9 classes stated within the UN classification system of dangerous substances. In addition to this, other items, such as microbiology specimens, environmental samples. Sterile instruments etc. may also need transportation under this Lot. A range of flexible solutions is required, including but not limited to Ad-hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations and Deliveries outside of office hours. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This Lot covers the collection of documents and small Packages, up to 6kg, from the Customer for same day delivery within a specific local area within Wales.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Cycle Courier Solutions provides an efficient and cost-effective service that meets Customers commitment to sustainability and good Environmental practices. The successful Supplier must be able to provide a range of flexible solutions, including but not limited to Ad-hoc Deliveries, Scheduled Deliveries and Delivery to and from multiple locations.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This Lot incorporates the provision of mailing services on-site which may utilise the Customers existing equipment and services or may entail the provision of new equipment and services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Services will range from simple on-site services, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Lot provides access to Off-Site Hybrid Mailing service to optimise or manage an organisation’s mail input and output.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Services will range from simple off-site services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This service Lot shall cover the collection of physical mail items from Customers addresses for delivery to international addresses.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The service is required to collect mail items from the Customer within Wales and facilitate delivery to international addresses within Europe and the Rest of the World (ROW). A range of International Mail options are required, including but not limited to Air Mail and International Surface Mail.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Lot provides access to Mailroom Equipment such as franking machines, postal scales, addressing systems etc. for all organisations on a purchase or lease basis.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

Various Mailroom Equipment will be available in this Lot, either through an outright purchase basis or a lease basis, with associated software, warranty, maintenance and support. New and remanufactured and/or reconditioned equipment will be available under this Lot, along with associated consumables.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Lot provides access to a range of services from simple on-site services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for inbound mailing and related services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

This Lot encompasses in-bound mail processing, digital mail room services, scanning, archiving and document storage. It may also include Inbound services such as Timed Delivery Services, Pre-sorted deliveries, Reply Services etc.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Lot provides access to a range of services from simple off-site digital services that complement and add value to the Customer’s service provision, to complex integrated managed service offerings where the Tenderer assumes full responsibility for mailing and related services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

This Lot will encompass in-bound mail processing, digital mail room services, scanning, archiving and document storage. The inbound services may include Timed Delivery Services, Pre-sorted deliveries, and Reply Services.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

This Lot covers the collection of Parcels from the Customer National ‘Same Day’ service. Collection may be required from, and delivery to, a business address or a residential address, as required by the Customer.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

This Lot covers a range of flexible solutions, including but not limited to Ad-hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations, and Deliveries outside of office hours. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

. This Lot covers the collection of Parcels from the Customer for National ‘Next Day’ service. Collection may be required from, and delivery to, a business address or a residential address, as required by the Customer.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

A Next Day service is defined as the working day immediately following the day of Collection. Time specific options, as well as a range of flexible solutions will be required , including but not limited to Ad-hoc Deliveries, Scheduled Deliveries, Delivery to multiple locations. This Lot will be split into Zonal areas to ensure that urgent and time sensitive consignments can be collected within these zones for delivery across Wales.

4)

Indication about different contract dates

5)

Additional Information about lots