Section one: Contracting authority
one.1) Name and addresses
AHDB
Stoneleigh Park
Kenilworth
CV8 2LZ
Contact
Sarah Waters
Telephone
+44 2072385921
Country
United Kingdom
NUTS code
UKG13 - Warwickshire
Internet address(es)
Main address
https://defra.bravosolution.co.uk/
Buyer's address
https://defra.bravosolution.co.uk/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Agriculture and Horticulture
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Warehousing, mailing fulfilment and distribution
Reference number
2022-549
two.1.2) Main CPV code
- 63122000 - Warehousing services
two.1.3) Type of contract
Services
two.1.4) Short description
AHDB is made up of four individual sectors and a cross sector for shared responsibilities under the one AHDB central organisation, these. These sectors run separate budgets and accounts. All activities are detailed, recorded and invoiced by purchase orders from each sector. We are a publisher of a wide spectrum of technical, research and marketing resources. The publications and marketing materials are delivered to the warehouse facility either directly from source or via AHDB, entered into inventory and stored. All goods arriving will be clearly labelled with SKU, description of contents, number of boxes and quantity per box.
These are then available on a call off basis to AHDB levy payers, requests for publications are made to the Bureau team at AHDB and in some cases directly to the warehouse. The requests from AHDB are then forwarded to the warehouse facility via a portal ordering system for fulfilment and despatch to the requesting end user.
The warehouse also assembles marketing, promotional and educational kits, to meet AHDB requirements. Mailing data is provided via a secure file transfer site to the warehouse facility from the AHDB Customer Relationship Management (CRM) team for all warehouse mailing activities.
Under the existing contract, a sole supplier provides all warehousing, mailing and fulfilment services for AHDB under the existing tender agreement. Storage of printed matter, from single sheet flyers, multi-page brochures and any marketing aids and tools are entered into an inventory according to the ordering AHDB sector.
Estimated start date is 30th April 2023, initial 2 year contract with the option to extend for 2 periods of 12 months each.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £1 / Highest offer: £560,000 taken into consideration
two.2) Description
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Core services:
Ordering and stock control – Portal Requirement
The successful tenderer will must provide an online AHDB portal to include, but not limited to, the following features:
• e-commerce style shop front format
• Managed logins with access to all AHDB sectors for authorised staff with variable permissions
• Ease of navigation for all AHDB sectors
• Picture images of materials
• Global search facility across site by SKU or description
• Multiple operators processing orders simultaneously
• Priority and urgent order facility
• Multi sector selections added to common basket
• Delivery and mailing options displaying costs and time order constraints
• Delivery instructions for non-standard timed/dated deliveries and where to leave
• All chargeable items must require a purchase order number to be given by the customer to activate the request
• Order amendment and cancellation facility
• Order confirmation email
• Order status indication
• Order history-who has ordered and when
• Inventory management, stock level re-ordering points
• Back-order management including partial delivery notification
• Low stock level indicators
• SKU creation
• Link to AHDB CRM for client, record and order history update
• Returns section from AHDB to warehouse.
Ordering and stock control – Client to Warehouse
Bespoke ordering, communication and reporting systems – including the need to answer phones on behalf of AHDB sectors, and emails on behalf of some AHDB sectors with designated phone lines and email address. Telephone lines and email addresses must be operational by contract commencement and be located on the supplier’s premises. One existing telephone number (STD), will need to remain the same for external customers calling following marketing campaigns, currently circa 15 a month. The detail of these will be provided to the successful supplier upon contract award and call diversions may be required for a short interim period.
Warehousing, mailing fulfilment and distribution
• Secure warehouse facility, protected by a Fire and Security accredited system e.g. NACOSS/NSI .
• Long- and short-term storage of AHDB pallets, publications and materials.
• Located in the UK for ease of access for supplier same day site to site deliveries and same day despatch.
• Orders placed via online portal, email or telephone.
• Fulfilment and mailing of printed material such as newsletters, booklets, marketing and promotional materials. Packaged according to format (supplier provided enveloped, poly-wrapped or carton boxed etc). Printing of relevant delivery notes / mailing labels or address inserts.
• Mailed or delivered to meet any specific requested time and location instructions. For fulfilment and mailed jobs, the price for postage should be quoted at the recognised rate for the requested type (eg 1st or 2nd class post etc) with no profit added. Use of cheaper comparable services is welcomed.
• Itemised invoicing for sectors
• Notification of deliveries and fast integration into inventory
• Secure disposal facilities for destruction of AHDB materials as requested
• Stock levels, controls and parameters updated on portal
• Downstream access by most cost-effective methods
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Cost criterion - Name: Price / Weighting: 30
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-020713
four.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice
Section five. Award of contract
Contract No
2022-549
Title
Warehousing, Distribution and Fulfilment
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
14 November 2022
five.2.2) Information about tenders
Number of tenders received: 10
Number of tenders received by electronic means: 10
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Partridges UK Limited
Kettering
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £140,000 / Highest offer: £560,000 taken into consideration
Section six. Complementary information
six.3) Additional information
Procurement Manager
six.4) Procedures for review
six.4.1) Review body
AHDB
Stoneleigh Park
Kenilworth
CV8 2LZ
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
AHDB
Stoneleigh Park
Kenilworth
CV8 2LZ
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
Defra
Noble House
London
SW1P 3JR
Country
United Kingdom