Procurement Hub: Outbound Communications, Inbound Mail Services & Hybrid Mail Solution

UK-Preston: Printing and distribution services.
Section I: Contracting Authority
      I.1) Name and addresses
             Places for People
             4 The Pavilions, Port Way, Preston, PR2 2YB, United Kingdom
             Tel. +44 1772897200, Email: ProcurementTeam@placesforpeople.co.uk
             Contact: Lisa Gallacher
             Main Address: www.placesforpeople.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: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Preston:-Printing-and-distribution-services./BWBSK3A7UX
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent 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
            Housing and community amenities

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Outbound Communications, Inbound Mail Services & Hybrid Mail Solution       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      79824000 - Printing and distribution services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Places for People require a total printing and fulfilment service on a NATIONAL basis including the following to deliver a personalised service to Places for People portfolio of Customer Correspondence:
•Secure receipt and auto-processing of Places for People data files.
•Production of file receipting MI & automated distribution via email
•Data-streaming (creating separate files for unique fulfilment requirements)
•Printing and enclosing services.
•Mailing Services via approved mailing providers (e.g. Royal Mail or Whistl). Will undertake production of the required mailings from a dedicated print facility
We require a flexible, secure, and cost-effective Business Process Outsourcing partner to cover ALL elements across outbound communications, inbound mail and a hybrid mail solution.       
      II.1.5) Estimated total value:
      Value excluding VAT: 3,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      79824000 - Printing and distribution services.
      
      II.2.3) Place of performance:
      UK UNITED KINGDOM
      
      II.2.4) Description of procurement: Places for People require a total printing and fulfilment service partner on a NATIONAL basis. The supplier will deliver a personalised service to Places for People portfolio of Customer Correspondence:
•Secure receipt and auto-processing of Places for People data files.
•Production of file receipting MI & automated distribution via email
•Data-streaming (creating separate files for unique fulfilment requirements)
•Printing and enclosing services.
•Mailing Services via approved mailing providers (e.g. Royal Mail or Whistl). Will undertake production of the required mailings from a dedicated print facility
We require a flexible, secure, and cost-effective Business Process Outsourcing partner to cover ALL elements across outbound communications, inbound mail and a Hybrid Mail solution.

Outbound Communications

Suppliers must be able to provide all of the following services:

-Secure dispatch services, to cover:
-Ability to receive data via API from in-house CRM package
-Processing and dispatch of bulk mailings
-Output to various formats, including, but not limited to; print and postage, email, portal, SMS
-Output to braille and large format translation for print and dispatch
-Bespoke marketing materials for supply and dispatch
-Grouped and distributed with other relevant documentation as and when required
-Full audit tracking (data dispatch confirmation etc.) via API to in-house CRM package

Hybrid Mail Solution

-Secure desktop access to a fully tailored and flexible hybrid mail platform
-Hybrid mail platform must include:
-Single Sign On (SSO) controlled via Group Policy
-Drag and drop upload for PDF and Word
-Single documents
-Mail-merge documents
-Address validation
-1st and 2nd class
-C4 up-to 80 images
-C5 up-to 20 images


Inbound Mail Services

Suppliers must be able to supply all of the following high-level requirements:

-Dedicated PO Box for all incoming mail
-Tailored workflow to distribute documentation to relevant department / people accessed via secure portal or via API to internal workflow tools
-Quarantined documentation accessible via secure portal or via API to internal workflow tools
-Full audit tracking via API to in-house CRM package
-Secure shredding


PLEASE NOTE that Inbound Mail Services will be implemented at a later stage and will look to work with the chosen provider in scoping out the provision and their industry knowledge in successfully mobilising a company where they have not previously had an inbound solution in place.

IMPORTANT: Please note that the supplier is required to deliver outbound mail (system generated), hybrid mail and inbound mail on a national basis and will be required to meet all the minimum requirements given in APPENDIX C - Minimum Requirements (Technical & Non Technical) in order to apply for the tender.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Quality / Weighting: 60
                        
            Cost criterion - Name: Pricing / Weighting: 40
                              
      II.2.6) Estimated value:
      Value excluding VAT: 3,000,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 24       
      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: To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/BWBSK3A7UX       


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.1.5) 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 OPEN
      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 - NO    
         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: 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: 30/04/2024 Time: 12:00
            
      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: Not Provided      
      IV.2.7) Conditions for opening of tenders:
         Date: 30/04/2024
         Time: 12:00
      

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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Preston:-Printing-and-distribution-services./BWBSK3A7UX

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/BWBSK3A7UX
   VI.4) Procedures for review
   VI.4.1) Review body:
             High Court of England and Wales
       Strand, London, WC2A 2LL, United Kingdom
       Tel. +44 2079476000
   VI.4.2) Body responsible for mediation procedures:
             Royal Courts of Justice
          Strand, London, WC2A 2LL, United Kingdom
          Tel. +44 2079476000
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
          Crown Commercial Services
       1 Horse Guards Road, London, SW1A 2HQ, United Kingdom
   VI.5) Date Of Dispatch Of This Notice: 26/03/2024

Annex A