Portsmouth Water Limited: Print and Send

UK-Hampshire: Printing and related services.
Section I: Contracting Authority
      I.1) Name and addresses
             Portsmouth Water Limited, 02536455
             PO Box 8, West Street, Havant, Hampshire, PO9 1LG, United Kingdom
             Tel. +44 2392499888, Email: frances.hallworth@portsmouthwater.co.uk
             Contact: Frances Hallworth
             Main Address: http://www.portsmouthwater.co.uk/, Address of the buyer profile: https://portsmouthwater.delta-esourcing.com/
             NUTS Code: UKJ
      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: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/respond/DJ45593K45
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/respond/DJ45593K45 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.6) Main activity:
            Water

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Print and Send       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      79800000 - Printing and related services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: To provide Portsmouth Water with Print Management, Bill Print and Send, Print on demand, Direct Mail Campaigns, Customer Letters, Incident Communication, Storage/Stock management. Portsmouth water will be asking for fixed prices for a catalogue of goods and services relating to print services and product charges (e.g. paper and envelope costs). For further details of the goods and services to be provided, organisations should refer to the outline Scope of Services issued as part of the SQ documents. The contract is expected to start in 2026 and will be for a period of 5 years with the option to extend by a further period or periods of up to 5 years at Portsmouth Water’s discretion (a maximum period of 10 years in total).       
      II.1.5) Estimated total value:
      Value excluding VAT: 5,200,000       
      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.
      79821000 - Print finishing services.
      79824000 - Printing and distribution services.
      22000000 - Printed matter and related products.
      22100000 - Printed books, brochures and leaflets.
      22458000 - Bespoke printed matter.
      22900000 - Miscellaneous printed matter.
      30199700 - Printed stationery except forms.
      30199710 - Printed envelopes.
      
      II.2.3) Place of performance:
      UKJ SOUTH EAST (ENGLAND)
      
      II.2.4) Description of procurement: This procurement seeks to procure the services relating to the printing and postage of our customer communications directly sent to named customers. Examples of communications can include: Customer bills; Tailored letters following customer queries; Specified inserts relating to individual bills including Bank giro Credit Vouchers. This will require the supplier to integrate with Portsmouth Water’s Customer Relationship Management System to receive and send print files to provide services. Approximately, 550,000 customer communications will be printed and sent to customers annually using postage as its core provider of delivery. The supplier will be responsible for the end to end management from receipt of data through to delivery by the postal supplier or via door drop delivery.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 5,200,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 120       
      This contract is subject to renewal: Yes       
      Description of renewals: 5 years contract (60 months), with the option to extend an additional 5 years (60 months)
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 5
            / Maximum number: 7       
      Objective criteria for choosing the limited number of cadidates: 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: Not provided       
   


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:          
      Not Provided       
      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    
      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.1.4) Objective rules and criteria for participation
            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.1.6) Deposits and guarantees required:
      A guarantee may be required in accordance with the SQ Pack    
      III.1.7) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
       Not Provided   
      III.1.8) Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
       Not Provided      
   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 NEGOTIATED_WITH_COMPETITION
      IV.1.1) Type of procedure: Competitive procedure with negotiation   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO              
         In the case of framework agreements justification for any duration exceeding 8 years: Not Provided    
   IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue: No.
   
   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: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 24/03/2025
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: Not Provided       
      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
      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: Yes    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: This procurement process is being conducted in successive stages and only those organisations which are successful and shortlisted at selection-stage will be invited to submit an initial tender. Interested organisations must complete and submit a completed Selection Questionnaire by the specified closing date and time. Submissions cannot be uploaded after this return deadline. Other than the Selection Questionnaire Pack and Selection Questionnaire, the procurement documents published at the date of this Notice are in draft form, and Portsmouth Water reserves the right to amend, augment and supplement any document. Portsmouth Water reserves the right at any time to cease the procurement process and not award any contract or to award only part of the opportunities described in this Notice. If Portsmouth Water takes up this right, then it will not be responsible for or required to pay the expenses or losses, which may be incurred by any organisation or Tenderer resulting therefrom. Except for the Contract (if any) concluded with the successful Tenderer, nothing in the procurement process shall create a contract, whether express or implied, between Portsmouth Water and any Applicant or Tenderer. Portsmouth Water intends to select approximately 5 Applicants to proceed to the next stage of the procurement. However, it reserves the right to select or negotiate with fewer if there are fewer suitable candidates or compliant bids, or more if necessary to ensure meaningful competition. Portsmouth Water may conduct the negotiations in successive stages in order to reduce the number of Tenders to be negotiated, by applying the award criteria specified in the ITT. It reserves the right at any time to close negotiations and award the Contract. Portsmouth Water undertakes to hold confidential any information provided in the proposal submitted, subject to its obligations under the law including Environmental Information Regulations and the UK GDPR. If the organisation considers that any of the information submitted in the proposal should not be disclosed because of its commercial sensitivity, then this should be stated with the reason for considering it commercially sensitive. Portsmouth Water will then endeavour to consult with the Applicant about such commercially sensitive information when considering any request for information (e.g. under the EIR), before replying to such a request. Portsmouth Water reserves the right to carry out additional financial checks on all organisations bidding for this opportunity at any time during the procurement process. This is to ensure that they continue to meet its requirements and remain financially viable to fulfil the requirements under the proposed contract.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Hampshire:-Printing-and-related-services./DJ45593K45

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/DJ45593K45
   VI.4) Procedures for review
   VI.4.1) Review body:
             High Court
       The Strand, Havant, London, WC2A 2L, United Kingdom
       Tel. +44 2392499888, Email: Frances.hallworth@portsmouthwater.co.uk
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Portsmouth Water will incorporate a minimum 10 calendar day standstill period at the point information on the award of the Contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a Contract before a contract is executed/signed (as appropriate). The Utilities Contracts Regulations 2016 (‘Regulations’) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above Regulations. Where a Contract has not been entered into the court may order the setting aside of the award decision or order the contracting entity to amend any document and may award damages. If a Contract has been entered into the court has the options to award damages and/or to shorten or order the Contract ineffective.    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
          High Court
       The Strand, London,, WC2A 2LL, United Kingdom
   VI.5) Date Of Dispatch Of This Notice: 21/02/2025

Annex A