Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Derby City Council
Corporation Street
Derby
DE1 2FS
UK
Contact person: Samina Rashid
Telephone: +44 1332640768
E-mail: samina.rashid@derby.gov.uk
NUTS: UKF11
Internet address(es)
Main address: www.derby.gov.uk
Address of the buyer profile: http://eastmidstenders.org
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
The Provision of Bulk Mailing and Printing Services
Reference number: TD1457
II.1.2) Main CPV code
79824000
II.1.3) Type of contract
Services
II.1.4) Short description
The tender is split in to 2 lots, and service providers can bid for both or just one lot.
Lot 1 is for the supply of Bulk mailing and printing services in respect of the production and dispatch of a range of documents;
Lot 2 is for the supply of elections and electoral bulk mailing and printing services. The specification details various election and print scenarios that could occur in the first 2 years of the initial term.
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.1.7) Total value of the procurement
Value excluding VAT:
1 250 000.00
GBP
II.2) Description
Lot No: 1
II.2.1) Title
The Supply of Bulk Mailing and Printing Services
II.2.2) Additional CPV code(s)
79824000
II.2.3) Place of performance
NUTS code:
UKF11
Main site or place of performance:
Derby City Council.
II.2.4) Description of the procurement
The documents to be produced and dispatched will predominantly include Council tax, business rates and business improvement district (BID) bills, reminders, summonses and liability orders, along with benefit notification letters. Annual billing in February/March each year is the largest single requirement and of the highest importance. All documents must be produced and dispatched to strict deadlines and according to statutory legislation.
The documents generally contain some personalised variable information, for example, payee’s name and address, charge details and instalment details. Other information is fixed, for example, payment facilities, statutory information about the charges and about the Council’s budgets.
There may also be the requirement during the contract period for the Council to place orders with the service provider to produce ad-hoc bulk mailings, for example bills, invoices and associated letters, for other services within the Council and Derby Homes Ltd, an Arm’s Length Management Organisation (ALMO) and social housing provider.
II.2.5) Award criteria
Quality criterion: Selection criteria as stated in the procurement documents
/ Weighting: na
Cost criterion: Selection criteria as stated in the procurement documents
/ Weighting: na
II.2.11) Information about options
Options:
Yes
Description of options:
There are 2 options to extend in annual increments.
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
The Supply of Elections and Electoral Bulk Mailing and Printing Services
II.2.2) Additional CPV code(s)
22821000
II.2.3) Place of performance
NUTS code:
UKF11
Main site or place of performance:
Derby City Council.
II.2.4) Description of the procurement
The specification details various election and print scenarios that the Council reasonably expect could occur during the first 2 years of the initial term.
— the combined local and police and crime commissioner election to be held on 7.5.2020;
— a potential city wide local election;
— a potential unplanned referendum or parliamentary election;
— a potential ward by election;
— printing of annual canvass and ongoing registration forms.
Derby City Council currently elects its city councillors by thirds which means it has elections each year for 3 years in a 4-year cycle. Year 4 is a fallow year. The current cycle of local elections runs from May 2018 to May 2020. The next fallow year will be 2021.
The service provider must have a single point of contact during the whole production process who is able to resolve any issues should they arise. We will need to agree all timescales and deadlines in advance of each election/referendum.
II.2.5) Award criteria
Quality criterion: Selection criteria as in procurement documents
/ Weighting: na
Cost criterion: Selection criteria as in procurement documents
/ Weighting: na
II.2.11) Information about options
Options:
Yes
Description of options:
There are 2 options to extend in annual increments.
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 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:
2019/S 148-364722
Section V: Award of contract
Lot No: 1
Contract No: TD1475
Title: The Supply of Bulk Mailing and Printing Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
03/10/2019
V.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 1
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: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Financial Data Management PLC
2827644
7 Electra Business Park, 160 Bidder Street
London
E16 4ES
UK
NUTS: UKI
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
Lowest offer:
201 194.35
GBP
/ Highest offer:
276 489.50
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: 2
Contract No: 2
Title: The Supply of Elections and Electoral Bulk Mailing and Printing Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
24/10/2019
V.2.2) Information about tenders
Number of tenders received: 6
Number of tenders received from SMEs: 0
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: 6
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Print Image Network Ltd
4009079
Hallidays Ltd, Riverside House, Yew Street, Kings Reach Business Park
Stockport
SK4 2HD
UK
NUTS: UKD35
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
Lowest offer:
200 337.56
GBP
/ Highest offer:
319 781.76
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Derby City Council
Derby
DE1 2FS
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The contracting authority will incorporate a minimum 10 calendar day standstill period following electronic notification (minimum of 15 calendar days for any other means of communication) to tenderers of the award decision. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2015 (Si 2015 No 102) provide 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). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages. The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.5) Date of dispatch of this notice
25/10/2019