Contract notice
Section I: Contracting
authority
I.1) Name and addresses
City of London Corporation
Guildhall
London
EC2P 2EJ
UK
Telephone: +44 2076063030
E-mail: Mitchell.Walker@cityoflondon.gov.uk
NUTS: UKI
Internet address(es)
Main address: https://www.cityoflondon.gov.uk
Address of the buyer profile: www.capitalesourcing.com
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.capitalesourcing.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.capitalesourcing.com
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:
www.capitalesourcing.com
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
Managed Print Service
Reference number: prj_COL_23257 or itt_COL_17873
II.1.2) Main CPV code
79810000
II.1.3) Type of contract
Services
II.1.4) Short description
The Digital Information & Technology Services (DITS) Team are looking to procure a managed print provider.
II.1.5) Estimated total value
Value excluding VAT:
3 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
22610000
30122000
42991200
48773000
79810000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
City of London premises (34 postal codes).
II.2.4) Description of the procurement
The Digital Information & Technology Services (DITS) Team are looking to procure a managed print provider. The Corporation’s current Managed Print service contract ends in Aug 2024. This contract covers City of London Corporation, City of London Police, Barbican, Libraries (including public printing), Schools and Print room with a print fleet of 540 devices deployed at around 34 post codes. The print volumes in many areas in the Corporation have reduced post pandemic while some have returned to pre-pandemic levels. The Project’s objective is to procure a new Multifunctional Devices (MFDs) and Managed Print Services contract to replace the current contract.
The initial duration of the contract is 5 years, subject to the right of the City (at its sole discretion) to exercise its right to extend the term of the contract for up to 2 years in line with the published Terms and Conditions. Therefore, the total potential duration of the contract, including extensions, is 7 years.
The City reserves the right to vary the term of the contract further in line with the published Terms and Conditions.
Please note that the contract value is up to £500,000 per annum in line with the published Tender Documents and the published Terms & Conditions.
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:
3 500 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The duration of the contract is 60 months (5 years), subject to the right of the City (at its sole discretion) to exercise its right to extend the Contract for a further 24 months (2 years). The maximum length of the contract is therefore 84 months (7 years).
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
Please note that the contract value is up to £500,000 per annum and the value advertised is the total potential value for both the initial term and any subsequent terms, in line with the published Tender Documents and the published Terms & Conditions.
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:
As stated within the procurement documents.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
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.2.2) Time limit for receipt of tenders or requests to participate
Date:
02/05/2024
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 84 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
02/05/2024
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
This tendering exercise is being undertaken using the electronic tendering system ‘capitalEsourcing’ (www.capitalesourcing.com). Suppliers will need to register an interest on the system in order to participate and registration is free.
The estimated value given at II.2.6) is for the full duration of the contract including the maximum possible extensions. The estimated annual contract value is therefore £3,500,000.
Participants should register as a supplier on the portal using the aforementioned URL/link (if not already), then search for the opportunity titled using the Reference number stated below.
The procurement is being run as a one stage process under the open procedure and therefore, if your organisation would like to participate in this tender exercise, it can by completing and returning the Qualification Envelope and the Invitation To Tender documents which can be found on the City's e-procurement portal at: www.capitalesourcing.com with the Reference number: prj_COL_23257 or itt_COL_17873.
Organisations must submit their completed Qualification Envelope and Invitation to Tender documents, via the system by the return deadline in order to participate and registration is free. Qualification Envelopes and Invitation to Tender (ITT) documents cannot be uploaded after the return deadline.
The contracting authority will not be held accountable for any errors made by an organisation in submitting their applicable Qualification Envelopes and Invitation to Tender (ITT) documents.
The contracting authority reserves the right at any time to vary the timescales in this notice, cease the procurement process and not award the agreement or to award only part of the opportunity described in this notice. If the contracting authority takes up any of these rights then it will not be responsible for, or pay the expenses or losses, which may be incurred by any candidate or tenderer as a result. Economic operators are solely responsible for their costs and expenses incurred in connection with the preparation of their tender submissions and all stages throughout the procurement. Under no circumstances will the contracting authority be liable for costs or expense borne by the economic operators.
The procurement process that will apply to the requirement is specified in the procurement documents accordingly.
VI.4) Procedures for review
VI.4.1) Review body
High Court, Royal Courts of Justice
Strand
London
WC2A 2LL
UK
Telephone: +44 20794760000
VI.4.4) Service from which information about the review procedure may be obtained
High Court, Royal Courts of Justice
Strand
London
WC2A 2LL
UK
Telephone: +44 20794760000
VI.5) Date of dispatch of this notice
27/03/2024