Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Cannock Chase District Council
Beecroft Road
Cannock
WS11 1BG
UK
Contact person: Laura Kendall
Telephone: +44 1785854656
E-mail: laura.kendall@staffordshire.gov.uk
NUTS: UKG2
Internet address(es)
Main address: www.cannockchasedc.gov.uk
Address of the buyer profile: https://supplierlive.proactisp2p.com/Account/Login#
I.1) Name and addresses
Stafford Borough Council
Riverway
Stafford
ST16 3AQ
UK
Contact person: Laura Kendall
Telephone: +44 1785854656
E-mail: laura.kendall@staffordshire.gov.uk
NUTS: UKG2
Internet address(es)
Main address: www.staffordbc.gov.uk
Address of the buyer profile: https://supplierlive.proactisp2p.com/Account/Login#
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/Account/Login#
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/Account/Login#
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
Framework Agreement for Hybrid Mail and Annual Billing
Reference number: IA3169
II.1.2) Main CPV code
64216120
II.1.3) Type of contract
Services
II.1.4) Short description
Cannock Chase District and Stafford Borough Councils are shire districts within the County of Staffordshire.
The Councils have shared a number of services since 2011, including Revenues and Benefits, Finance; ICT, Building Control, Legal Services and Human Resources. From April 2023, the two Councils now share a Chief Executive, Leadership Team and all services excluding those funded by the Housing Revenue Account.
The Councils operate a Hybrid Working Model, whereby most staff split their working time between home and office bases. Some remote work is undertaken by visiting officers from customers' homes or places of work.
Having trialled a Hybrid Mail solution within the shared Revenues and Benefits service, the Councils now seek a long-term provider of this service and so provides this opportunity for suitable providers to tender for either or both of the two Lots.
II.1.5) Estimated total value
Value excluding VAT:
900 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Hybrid Mail
II.2.2) Additional CPV code(s)
72412000
79571000
II.2.3) Place of performance
NUTS code:
UKG2
Main site or place of performance:
Staffordshire
II.2.4) Description of the procurement
Includes the provision of 'print-ready' output by the Council to the provider. Some merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". Options to issue correspondence in alternative formats, such as email or SMS are also required.
The provider must be able to demonstrate compatibility with documents produced by the Civica Open Revenues processing software and Civica Workflow 360 system.
The provider shall provide appropriate cloud hosted software to operate and administer the Hybrid Mail Offsite Solution. Any software will need to be fully compatible with the Windows 10 operating system on both 32-bit and 64-bit devices; the software must also be compatible with the Office 365 suite.
Any web-enabled software will need to be fully compatible with Microsoft Edge
The solution shall provide a hierarchical structure for user accounts. The solution may be used by a number of different departments within the Councils, each with their own users and managers, as well as administrators for the solution as a whole. The user account structure must reflect this setup.
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:
400 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/11/2024
End:
31/10/2028
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:
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
Lot No: 2
II.2.1) Title
Annual Billing
II.2.2) Additional CPV code(s)
79800000
II.2.3) Place of performance
NUTS code:
UKG2
Main site or place of performance:
Staffordshire
II.2.4) Description of the procurement
Includes the printing and distribution of the annual Council Tax Bills, Benefit Notifications and Discount Review letters on behalf of both Councils. Data will be provided partly as data files to be interpreted and partly in print-ready format. Merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". No alternative, electronic distribution of annual bills is needed from the provider.
The Councils will provide a 4-year Framework Agreement for the printing and distribution of outgoing Annual Council Tax and Business Rates bills and accompanying literature, each March.
The Councils offer no guarantee of exclusivity to the selected providers and cannot guarantee a minimum number of documents that will require distribution. The Councils' continuing priority is to encourage communication by electronic means in order to reduce the amount of hard-copy post. Wherever possible the Councils require multiple documents, relating to the same customer, to be included in a single envelope.
The provider shall provide a method for secure transfer of mail data between the Councils and the provider. This method must include 256bit RSA encryption. This data will then be transformed by the provider into a physical mail item for delivery to a customer address.
The Councils will provide Council Tax bill data in a flat file produced from the Civica OpenRevenues system, mapping documentation will be provided.
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:
280 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/11/2024
End:
31/10/2028
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:
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
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
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:
14/06/2024
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: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
14/06/2024
Local time: 13:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.4) Procedures for review
VI.4.1) Review body
Cannock Chase & Stafford Borough Council
Cannock/Stafford
UK
VI.5) Date of dispatch of this notice
15/05/2024