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Print Management, Photocopiers and Associated Services.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Procurement for Housing (PfH)
Unit 2, Olympic Way
For the attention of: Nicola Dunlop
WA2 0YL Birchwood
UNITED KINGDOM
Telephone: +44 8458645257
E-mail:
Fax: +44 8450771142

Internet address(es):

General address of the contracting authority: www.procurementforhousing.co.uk

Address of the buyer profile: www.procurementforhousing.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Other: Procurement Consortium
I.3)Main activity
General public services
Defence
Public order and safety
Health
Housing and community amenities
Education
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Print Management, Photocopiers and Associated Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 15: Publishing and printing services on a fee or contract basis
Main site or location of works, place of delivery or of performance: UK.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement
Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 12

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 12 100 000 and 60 000 000 GBP
II.1.5)Short description of the contract or purchase(s)
Procurement for Housing Limited (PfH) is putting in place a Framework Agreement for the provision of print management, photocopiers and associated services. The framework agreement is for use by, but not limited to:
(1) Housing Associations, Local Authorities, Councils, Registered Social Landlords, Arms Length Management Organisation and other public sector organisations such as defence or education.

(2) All 750 plus current members of Procurement for Housing (PfH) and any future members, details of current membership for PfH can be found here, http://www.procurementforhousing.co.uk/membership/membershiplist.

The Member organisations above are located throughout the UK, including England, Scotland, Wales and Northern Ireland.

Please refer to the following websites for a full list of RSLs and LAs http://www.tenantservicesauthority.org/ or http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm.

The framework includes the provision of print management and associated services, the supply of photocopiers, printers and Multi-Functional Devices (MFDs) and office based managed print services (MPS).
II.1.6)Common procurement vocabulary (CPV)

79800000, 79810000, 79821000, 79811000, 50313100, 30120000, 30190000, 50313200, 50310000, 79820000, 79311000, 30121200, 72228000, 79212200, 72512000, 79824000, 79822500, 79933000, 79340000, 79999100, 79995100

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The framework includes the provision of print management and associated services, the supply of photocopiers, printers and Multi Functional Devices (MFDs) and office based managed print services (MPS).
The Procurement for Housing (PfH) framework agreement for the provision of Print Management, Photocopiers and Associated Services Framework will be split into the following 3 lots:
Lot 1 Print Management and Associated Services;
Lot 2 Supply of Photocopiers, Printers and Multi Functional Devices (MFDs) and related services;
Lot 3 Office Based Managed Print Services (MPS).
The framework agreement is for use by, but not limited to:
(1) Housing Associations, Local Authorities, Councils, Registered Social Landlords, Arms Length Management Organisation and other public sector organisations such as defence or education;

(2) All 750 plus current members of Procurement for Housing (PfH) and any future members, details of current membership for PfH can be found here, http://www.procurementforhousing.co.uk/membership/membershiplist.

The Member organisations above are located throughout the UK, including England, Scotland, Wales and Northern Ireland.

Please refer to the following websites for a full list of RSLs and LAs http://www.tenantservicesauthority.org/ or http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm.

Estimated value excluding VAT:
Range: between 12 100 000 and 60 000 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Print Management and Associated Services
1)Short description
The successful bidder(s) will be required to provide a total print management solution to PfH Members. This will include print audits, printed stationery, corporate material, marketing material, small and large mailings (including the postage of mailings), ad hoc print request, signage, printed merchandise, a creative design service, desktop mail solution, stock management, online ordering service and any other print associated service. This lot will be used by PfH Members to procure printed goods and to co-ordinate and dispatch transactional and/or direct mailings.
2)Common procurement vocabulary (CPV)

79810000, 79821000, 79811000, 79820000, 79212200, 72512000, 79824000, 79822500, 79933000, 79340000

3)Quantity or scope
Estimated value excluding VAT:
Range: between 5 000 000 and 20 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Supply of Photocopiers, Printers and Multi-Functional Devices (MFDs) and related services
1)Short description
The successful bidder(s) wil be required to supply photocopiers, printers and MFDs to PfH members with associated services to include, maintenance and support (to include training), consumables including toner and staples (but not paper) and finance options relating to the configuration including purchase, fixed term lease and cost per print.
2)Common procurement vocabulary (CPV)

30120000, 30190000, 50313200, 50310000, 30121200, 30232100, 50313100

3)Quantity or scope
Estimated value excluding VAT:
Range: between 5 000 000 and 20 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Office Based Managed Print Services (MPS)
1)Short description
The successful bidder(s) will be required to supply a managed print service to PfH members to improve efficiency through print device consolidation and proactive device management, including consumables management and management information and billing.
This service may also include the provision (where appropriate) of equipment, consumables and maintenance for print devices to include photocopiers, printers and Multi-Function Devices (MFDs).
2)Common procurement vocabulary (CPV)

79311000, 50313100, 30120000, 50313200, 50310000, 79311000, 30121200, 72228000, 79212200

3)Quantity or scope
Estimated value excluding VAT:
Range: between 100 000 and 20 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Parent Company and/or other guarantees may be required if Procurement for Housing deem necessary.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Refer to tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A single member of any grouping/consortium of suppliers will be required to accept prime contractorship.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: As set out in Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006. Also as set out in the PQQ.The tender questionnaire must be completed and returned in accordance with the instructions, by the deadline stated in section IV.3.4 of this contract notice.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As set out in Article 47 of Directive 2004/18/EC and in Regulation 24 of the Public Contracts Regulations 2006. Also as set out in the PQQ.The tender questionnaire must be completed and returned in accordance with the instructions, by the deadline stated in section IV.3.4 of this contract notice.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in Article 48 of Directive 2004/18/EC and in Regulation 25 of the Public Contracts Regulations 2006. Also as set out in the PQQ. The tender questionnaire must be completed and returned in accordance with the instructions, by the deadline stated in section IV.3.4 of this contract notice.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Accelerated restricted
Justification for the choice of accelerated procedure: This is a time critical purchase which also facilitates earlier expenditure than would otherwise occur as favoured by the European Commissions statement of 19.12.2008.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged minimum number 5
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
CC/2011/PRINT
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 11.1.2012
Payable documents: yes
Price: 120 GBP
Terms and method of payment: A non-refundable cheque for 100 GBP plus VAT (120 GBP total) made payable to Collective Enterprises Limited, should be posted to the address given in Section 1.1 above. Please note PQQ submissions received without an administration fee will NOT be evaluated.
IV.3.4)Time limit for receipt of tenders or requests to participate
18.1.2012
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
1.2.2012
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders
Date: 18.1.2012
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
The PfH offices will be closed over the Christmas period from Monday 26.12.2011 until Tuesday 3.1.2012. Any requests for tender documentation sent in during this time may not be dealt with until Tuesday 3.1.2012.
The estimated value ranges provided have been based on an initial 3 year contract duration only.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Procurement for Housing Ltd
Unit 2, Olympic Way, Birchwood
WA2 0YL Warrington
UNITED KINGDOM
E-mail:
Telephone: +44 8458645100
Internet address: www.procurementforhousing.co.uk
Fax: +44 8450771142

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers.
This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address in section I.1 of this contract notice.If an appeal regarding the award of a contract has not been successfully resolved the public contract regulations 2006 (SI 2006 No 5) provide aggrieved parties who have been harmed or at risk of harm by a breach of the rules to action in the high court (England, Wales and Northern Ireland).
Where a contract has 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.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Procurement for Housing Ltd
Unit 2, Olympic Way, Birchwood
WA2 0YL Warrington
UNITED KINGDOM
E-mail:
Telephone: +44 8458645100
Internet address: www.procurementforhousing.co.uk
Fax: +44 8450771142

VI.5)Date of dispatch of this notice:
15.12.2011