Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Cheshire East Borough Council
Westfields, Middlewich Road
Sandbach
CW11 1HZ
UK
Contact person: Mr Alex Jones
Telephone: +44 1270686440
E-mail: alex.jones@cheshireeast.gov.uk
NUTS: UKD62
Internet address(es)
Main address: http://www.cheshireeast.gov.uk/
Address of the buyer profile: http://www.cheshireeast.gov.uk/
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
19 097 — Contract for the Provision of Printing, Graphics and Postal Distribution Services for Cheshire East Borough Council Revenues and Benefits Billing Departments (Daily and Annual Billing)
Reference number: DN462921
II.1.2) Main CPV code
79800000
II.1.3) Type of contract
Services
II.1.4) Short description
The provision of a third party print management service, to manage the secure transfer of Cheshire East Council data in various formats to then manipulate data, design, print, envelope, pack and distribute via Royal Mail or an equivalent secure postal distribution channel; the various revenues and benefits documents required covering Council Tax, business rates and benefits documentation and any additional enclosures as necessary for both daily and annual billing and any other print and/or design related services as required by the revenues and benefits department.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 210 225.44
GBP
II.2) Description
II.2.2) Additional CPV code(s)
64110000
II.2.3) Place of performance
NUTS code:
UKD62
II.2.4) Description of the procurement
The Cheshire East Revenues and benefits services are based at Macclesfield Town Hall and Delamere House, Crewe. The services require a fully managed solution to design, print, envelope, enclose and distribute all Council Tax, business rates and benefits documentation within agreed timescales in accordance with the Cheshire East Specification and in relation to this local authority revenues and benefits contract.
Ultimately the Council requires the service provider to have experience and expertise to support in the delivery of the contract as well as the overall revenues and benefits objectives. The service provider will have the capability to provide a high quality service in line with Cheshire East Council Policies, required Service Levels and to the relevant Central Government Legislation.
The scope, in providing the fully managed solution required by the revenues and benefits service consists of the following 3 key elements:
1) Revenues and benefits annual billing.
This process takes place between February and March for Business Rates (NNDR), Council Tax (CTAX) and Benefits. This is a key process for the Council and there are strict time limits for the despatch of documents.The timescale is 10 working days from receipt of data to despatch of envelope packets. It is a mandatory requirement that all Annual Billing documents are posted out by the 14th March.
2) Revenues and benefits daily billing.
This takes place during the period March to the following February. There are various documents and inserts associated with this process as detailed under the sections ‘Goods – Printed Stationery Requirement’.
3) Revenues and benefits ad-hoc print and post – this includes anything outside of daily billing covered by point 2, for example summons notices.
Term and timetable: It is intended that the term of the goods and services contract will be for 7 years.
Estimated contract start date will be May 2020.
Robust implementation will take place from May 2020 and the Council will apply a phased approach in line with the revenues and benefits activity and workload deadlines, with a view to commencing with revenues and benefits daily billing production first.
This contract would cover the following annual billing periods:
— 2021-22,
— 2022-23,
— 2023-24,
— 2024-25,
— 2025-26,
— 2026-27,
— 2027-28.
The values given in this notice are only estimations and are for the contract period of 7 years. The authority gives no guarantee or warranty or makes any representation as to the accuracy of any indicative volumes or as to the value of the work during the contract period.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.11) Information about options
Options:
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
II.2.14) Additional information
This contract will be performed from the 1 October 2020 — 30 September 2027.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about 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:
2020/S 035-083946
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
16/07/2020
V.2.2) Information about tenders
Number of tenders received: 9
Number of tenders received from SMEs: 2
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 9
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Latcham Direct Ltd
6695717
Western Drive, Hengrove
Bristol
BS14 0AF
UK
NUTS: UKK1
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 1 210 225.44
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
London
WC2A 2LL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Cheshire East Borough Council incorporated a standstill period at the point information on the award of the contract was communicated to tenderers. That notification provided full information on the award decision. The standstill period, which was for a minimum of 10 calendar days provided time for unsuccessful tenderers to challenge the award decision before the contract was entered into. The Public Contracts Regulations, 2015 (SI No 102) provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.5) Date of dispatch of this notice
10/08/2020