II.2.3) Place of performance
NUTS code:
UKI
II.2.4) Description of the procurement
*** The procurement process will be conducted under the Light Touch Regime ***
Type of procedure reads ‘Competitive procedure with negotiation’ due to limitations within the system. Pleasesee the Tender Process and Instructions document for full details.
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The contracts for Courier Services are due to expire and / or provide opportunity for the Authorities to join together in securing future provision of services and PPS were requested to review opportunities and potential strategies in relation to the services.
The review highlighted significant potential for the Authorities to work smarter, optimise their demand for services and for cost benefits driven by consolidation of and competition for supply.
A tender process, conducted under the Light Touch Regime (LTR), was recommended and agreed as the vehicle to achieve all elements.
The LTR process will contain the follow steps:
— Issue contract notice.
— Submission of expression of interest and SQ response.
— Evaluate SQ & shortlist bidders.
— Inform bidders of shortlist (in / out) and provide feedback.
— Window for clarification questions.
— Interim identified opportunity submission.
— Opportunity discussion meeting.
— 1st full tender submission.
— Discussion & feedback meeting 1.
— 2nd full tender submission.
— Discussion & feedback meeting 2.
— Best and final tender submission.
— Evaluation.
— Intent to award letters issued.
— Alcatel period (standstill).
— Award letters issued & contract signed
Given the nature of the services required, the market, the (new) potential for collaboration across the Trusts and the potential for further optimisation within each — the Authorities have been unable to fix the entire specification prior to the tender. The LTR provides the Authorities and Bidders with a platform to engage in discussion and feedback with a view to fixing the specification. Forums for discussion and methods of feedback will be standard and equal for all Bidders in the process. In all dealings, with all Bidders, PPS and the Authorities are fully committed to and intend to abide by the principles of equal treatment, transparency and fairness.
Through this tender the Authorities wish to work with Bidders to identify the most optimal shipping profile that can be implemented during the contract life alongside identification of qualified and economically advantageous bids. In identifying the most optimal profile the Authorities wish the suppliers to:
— Analyse the Baseline and Requirements data for opportunities to move away from single item pick-ups and drops
— Detail and explain those opportunities alongside their costs and ease of implementation. And through discussion;
— Challenge the Trusts and validate the opportunities as implementable
The Authorities acknowledge that it may be impossible to fully optimise demand as part of this process and therefore expect, in partnership with the winning bidder, to continue to drive optimisation of existing and new requirement throughout the course of the contract.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
The award shall be for a period of 3 years, with the potential for two 1-year extensions.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
It is the intention of the Authorities to limit the number of bidders invited to participate in the Tender phase of the Project to a maximum of 5 subject to the below exceptions:
— Bidders with equal scores to the 5th placed bidder, following the evaluation of the SQ stage, will also be invited to participate.
— Bidders with scores within 2 % of the 5th highest score, following the evaluation of the SQ stage, may be invited to participate at the discretion of the Authorities.
— Bidders must score a minimum of 60 % in the evaluation of their response to the standard questionnaire to be considered for the Tender phase of the project.
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
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
The services are to be awarded in one lot to allow both Buyers and Provider to generate greater opportunity for efficiencies.