Efficiency East Midlands Ltd: Printing, Fulfilment and Mailing

  Efficiency East Midlands Ltd is using Delta eSourcing to run this tender exercise

Notice Summary
Title: Printing, Fulfilment and Mailing
Notice type: Contract Notice
Authority: Efficiency East Midlands Ltd
Nature of contract: Not applicable
Procedure: Open
Short Description: EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The framework will add value to our member organisations by providing an efficient streamlined process for the provision of mailing services whilst ensuring data protection is at the forefront of their service. EEM members are predominantly within the East Midlands but not exclusively so and may have requirements in other parts of England and Wales. The consortia is owned by our members which include Housing Associations, ALMO's, Local Authorities and bodies from the wider public sector including hospitals, universities and the police. A full list of current EEM members is provided on the EEM website — www.efficiency-em.co.uk.
Published: 06/06/2016 10:30
Please note that the deadline for response to this opportunity has passed. However, you can still register or log-into the Delta eSourcing solution to prepare your Supplier Profile for future opportunities.

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UK-Nottinghamshire: Printing and delivery services.
Section I: Contracting Authority
      I.1) Name and addresses
             Efficiency East Midlands Ltd
             Pure Office, Lake View Drive, Sherwood Park, Nottinghamshire, NG15 0DT, United Kingdom
             Tel. +44 1623859889, Email: aidan@eem.org.uk
             Contact: Aidan Nunn
             Main Address: http://www.efficiency-em.co.uk
             NUTS Code: UK
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: Yes.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.delta-esourcing.com/tenders/UK-UK-Nottinghamshire:-Printing-and-delivery-services./9NYFAVP7QB
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via http://www.delta-esourcing.com/tenders/UK-title/ to the abovementioned address       
      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: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            General public services

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Printing, Fulfilment and Mailing       
      Reference Number: EEM0025
      II.1.2) Main CPV Code:
      79823000 - Printing and delivery services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The framework will add value to our member organisations by providing an efficient streamlined process for the provision of mailing services whilst ensuring data protection is at the forefront of their service. EEM members are predominantly within the East Midlands but not exclusively so and may have requirements in other parts of England and Wales. The consortia is owned by our members which include Housing Associations, ALMO's, Local Authorities and bodies from the wider public sector including hospitals, universities and the police. A full list of current EEM members is provided on the EEM website — www.efficiency-em.co.uk.       
      II.1.5) Estimated total value:
      Value excluding VAT: 10,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      79800000 - Printing and related services.
      79810000 - Printing services.
      79811000 - Digital printing services.
      79820000 - Services related to printing.
      79823000 - Printing and delivery services.
      79824000 - Printing and distribution services.
      64121100 - Mail delivery services.
      79571000 - Mailing services.
      
      II.2.3) Place of performance:
      UK UNITED KINGDOM
      
      II.2.4) Description of procurement: EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The expectation of Members is that the established framework will add value to their organisations by providing an efficient streamlined process for the provision of printing and mailing services whilst ensuring data protection is at the forefront of their service. The Service Provider will be expected to work with the individual Members to advise on methods to improve their current printing and mailing arrangements which can result in efficiency savings being demonstrated to members.

Members will have varying requirements with regards to the number of documents they require enclosing and the number of inserts required but as a minimum, mailing systems should be capable of enclosing multi-page documents along with merged mail such as Council Tax Bills and Letters where there is up to five inserts plus an address carrier sheet. All merging of statements and newsletters must be undertaken in a seamless fulfilment process, ensuring that the correct versions are inserted e.g. inserts that are appropriate to a particular resident or address.

The framework will also cover desktop mailing services and the design and print of postcard/appointment cards. For these services the successful Service Providers will be expected to print direct from a Members electronic mail/selected printer and complete the mailing process with a minimum turnaround time.

Please note that this framework will not cover generic printing requirements such as business cards, letterheads, leaflets etc.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Method Statements / Weighting: 45
                        
            Cost criterion - Name: Price / Weighting: 55
                              
      II.2.6) Estimated value:
      Value excluding VAT: 10,000,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: The Authorised Users of the Framework Agreements being advertised by this Contract Notice and entitled to access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice are:
1 Any current EEM Member — being an organisation which is a member of EEM at the date of this Contract Notice and being one of the organisations identified at www.efficiency-em.co.uk; and
2 Any Future Member of EEM — being an organisation which has applied to join and has joined EEM as a member in accordance with the constitutional documents of EEM and in respect of which such organisation notice has been given to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise begun by publication of this Contract Notice that such organisation is an Authorised User. Future EEM Members may include consortia made up of organisations which would themselves individually be a Future EEM Member and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of the special purpose vehicle that own and control that special purpose vehicle; and
3 An EEM Participant — being an organisation based within England or Wales which is neither a current EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) but in all cases is a contracting authority under the Public Contracts Regulations 2015 and which owns and/or maintains/manages housing stock in one or more geographic area in which it operates and is a local authority i.e. a County, Metropolitan (City), District or Borough Council or a Unitary Authority in England or Wales or is an Arm's Length Management Organisation (‘ALMO’) or any statutory replacement or successor organisation managed by such local authority under a management agreement under section 27 of the Housing Act 1985(or subsequent legislation) or is a provider of social housing registered as a registered provider with the Homes and Communities Agency or as a registered social landlord with the Welsh Ministers or (in the case of EEM) is an NHS Trust (which includes Acute Trusts, Mental Trusts, Care Services Trusts and Ambulance Trusts) or organisation, police authority, fire authority, ambulance trust, university, higher education or further education college or other public sector organisation and in all cases in respect of any such contracting authority organisation notice has been given by EEM to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise being advertised by this Contract Notice that such organisation is an Authorised User of the Framework Agreements, EEM Participants may include consortia made up of organisations which would themselves individually be an EEM Participant and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of that special purpose vehicle that own and control that special purpose vehicle.
Details of the Members of EEM at the date of this Contract Notice and the current Authorised Users can be obtained from the following website address www.efficiency-em.co.uk. For the purpose of this Notice, the geographical area of local authorities and the names of those authorities are identifiable by reference to the DirectGov website at www.gov.uk A full list of all current registered providers can be found at www.homesandcommunities.gov.uk and of all current registered social landlords can be found at www.gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales. A full list of NHS organisations can be found at: www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspxwww.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx
www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx
www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx
A full list of educational establishments including Universities, Higher Education colleges and Further Educationcolleges can be found at https://www.gov.uk/check-a-university-is-officially-recognised/recognised-bodies and http://www.education.gov.uk/edubase/home.xhtml
Reference to legislation in this Contract Notice includes successor and/or replacement legislation.
EEM reserves the right not to advertise or award any Framework Agreements at the end of the procurement exercise begun by publication of this ContractNotice or to award only part of parts of the proposed works and reserves the right not to award any one or more Lot.
The Authorised Users will have requirements predominantly within the East Midlands but not exclusively so and may in the future have requirements in other parts of England and Wales. Authorised Users in other parts of England and Wales may also access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreements to be awarded at conclusion of this procurement exercise to be operated and implemented throughout England and Wales.
EEM operates a range of existing supply chain arrangements with which successful economic operators will need to interface. Framework Agreements may be awarded on a multi client as well as a single client basis with the facility for Authorised Users to join both.
The Call Off Contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise begun by publication of this Contract Notice may extend for a duration of up to two years beyond expiry of the four year term of the Framework Agreements.
Please note that the total potential value stated in II.2.6 is for the full 4 year framework and also takes into consideration that EEM membership may grow       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      The Service Provider shall hold the ISO 27001 (or equivalent) accreditation, and have an Information Security Policy and a Business Continuity Plan and will be expected to have in place a robust security management system.The Service Provider will maintain a full and complete quality control process during printing and postage to ensure no errors are made in fulfilment or addressing.    
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability
      List and brief description of selection criteria:       
      The information and formalities set out in Directive 2014/24/EU of the European Parliament and of the Council and Regulations 56 to 64 of the Public Contract Regulations 2015, as set out in the procurement documents. This tender must be completed and returned in accordance with the instructions, by the deadline listed in Section IV.3.4 of this contract notice.    
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description
      IV.1.1) Type of procedure: Open   
   
   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: 4           
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: 2015/S 234 - 425095       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 07/07/2016 Time: 15:00
            
      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 month(s): 6
      
      IV.2.7) Conditions for opening of tenders:
         Date: 07/07/2016
         Time: 15:30
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used 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.
This Contract Notice has been published by Efficiency East Midlands Limited (‘EEM’) on behalf of their members and the other organisations described below as being Authorised Users. EEM is incorporated as companies limited by guarantee. The Framework Agreements being procured by the procurement exercise
begun by publication of this Contract Notice will be entered by EEM as the Contracting Authorities which will have undertaken and completed that procurement exercise. Any reference in this Contract Notice to Contracting Authority is deemed to be and include a reference to EEM.

The current members of EEM can be found at http://efficiency-em.co.uk/members/ The Framework Agreement is available to use by all current and future EEM members, as stated in II.2.14.

The Authorised Users will have requirements predominantly within the East Midlands but not exclusively so and may in the future have requirements in other parts of England and Wales. Authorised Users in other parts of England and Wales may also access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreements to be awarded at conclusion of this procurement exercise to be operated and implemented throughout England and Wales.

Organisations expressing interest and receiving tender documents should be aware that TUPE legislation may apply to the arrangements which are being advertised by this Contract Notice; EEM for themselves and all Authorised Users express no view or opinion about whether TUPE legislation will or will not apply and all organisations expressing interest in response to publication of this Contract Notice and selected to be invited to tender must take their own legal and other relevant advice at all Stages.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Nottinghamshire:-Printing-and-delivery-services./9NYFAVP7QB

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/9NYFAVP7QB
   VI.4) Procedures for review
   VI.4.1) Review body:
             The Royal Courts of Justice
       The Strand, London, WC2A 2LL, United Kingdom
       Tel. +44 2079476000
   VI.4.2) Body responsible for mediation procedures:
             Royal Courts of Justice
          The Strand, London, WC2A 2LL, United Kingdom
          Tel. +44 2079476000
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    The Contracting Authority will incorporate a minimum ten calendar day standstill period at the point information on the award of the Contract to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice is communicated to tenderers. The Public Contracts Regulations 2015 provides for aggrieved parties who have been harmed or at risk of harm by breach of those regulations to take action in the High Court (England, Wales and Northern Ireland). Generally, any such action must be brought within 30 days from the date the aggrieved party knew or ought to have known about the alleged breach. Where the contract has not been entered into the court may order the setting aside of the Award Decision or order the Contracting Authority to amend any document and may award damages. If the Contract has been entered into the court may only award damages or where the award procedures have not been followed correctly may in certain circumstances declare the Contract to be ‘ineffective’.    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
          The Cabinet Office
       Correspondance Team, Cabinet Office, Whitehall, London, SW1A 2AS, United Kingdom
       Tel. +44 2072761234
   VI.5) Date Of Dispatch Of This Notice: 06/06/2016

Annex A


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