Section one: Contracting authority
one.1) Name and addresses
Scottish Government
5 Atlantic Quay, 150 Broomielaw
Glasgow
G2 8LU
Contact
Amy Smith
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
SPPD - Postal Services Framework
Reference number
SP-24-009
two.1.2) Main CPV code
- 64110000 - Postal services
two.1.3) Type of contract
Services
two.1.4) Short description
The Scottish Ministers wish to award a Framework Agreement for the provision of Postal Services for users throughout the public sector in Scotland. The Framework Agreement will comprise of 2 Lots with one supplier appointed to each:
Lot 1 – One Stop Shop for Physical Mail, Hybrid Mail, Scheduled/Regular Bulk Mail (Print & Post), Software and Digital Mail, and Mail Security Screening
Lot 2 – Hybrid Mail, Scheduled/Regular Bulk Mail (Print & Post), Software and Digital Mail Services
Lot limiting - Tenderers may bid for all Lots, however, a Tenderer may only be successful in one of these Lots. For Lots 1 and 2, we will undertake the evaluation in sequence and evaluate Lot 1 first. The Tenderers with the most economically advantageous tender in Lot 1 will be the preferred Tenderers for Lot 1. If the preferred Tenderers for Lot 1 also bid for Lot 2, they will be eliminated from consideration for Lot 2. From the remaining bids in Lot 2 the Tenderers with the most economically advantageous tender will be the preferred Tenderers for Lot 2.
two.1.5) Estimated total value
Value excluding VAT: £96,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
two.2) Description
two.2.1) Title
Lot 1 - One Stop Shop for Physical Mail, Hybrid Mail, Scheduled/Regular Bulk Mail (Print and Post), Software and Digital Mail and Mail Security Screening
Lot No
1
two.2.2) Additional CPV code(s)
- 64110000 - Postal services
- 64112000 - Postal services related to letters
- 64113000 - Postal services related to parcels
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
Lot 1 of this Framework Agreement is for the provision of a One Stop Shop for the following postal services - Physical Mail, Hybrid, Scheduled/Regular Bulk Mail (Print and Post), Software and Digital Mail Services, and Mail Security Screening
Physical Mail - The collection and delivery of mail from Framework Public Bodies throughout Scotland, including the Highlands and Islands. It is prepared for posting by the Framework Public Body and collected by the Contractor from Framework Public Body sites. It is sorted by the Contractor and either delivered directly to recipients by the Contractor if they operate an end to end process, or injected into the Royal Mail network ‘downstream’ for final mile delivery by Royal Mail.
Off Site Hybrid - The Contractor shall provide an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print;
Scheduled/Regular Bulk mail - The production and delivery of planned or bulk mailings including includes, but is not limited to health screening service letters, generic health messaging, appointment letters and reminders; council tax notices and reminders, bursary notices, prospectus packs
Digital e Communications - The provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, Secure web-based communications.
Software - The Contractor shall be permitted to deliver the required Hybrid, Scheduled Regular/Bulk (Print & Post) and Digital Mail services and/or solutions to Framework Public Body through the provision of the following: desktop solution and/or supporting software, web-based solutions and/or supporting software, development of a Framework Public Body portal or via a contractor’s website interface.
Mail Security Screening - The Contractor shall be capable of fulfilling a broad range of Framework Public Body requirements this shall include security screening services for a variety of inbound mail items; which shall include documents and parcels; and the security screening shall be for a range of hazardous items and materials.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £76,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
The Framework will be in place for a 4 year period, after this the Framework may be subject to renewal.
two.2.10) Information about variants
Variants will be accepted: No
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
two.2.14) Additional information
The Authority accepts that Down Stream Access (DSA) may be a solution offered by Contractors under this Framework Agreement. Where this is the case, tenderers should be in possession of an access agreement with the universal service provider, Royal Mail, and if required to, be prepared to provide the Authority with evidence of this agreement.
two.2) Description
two.2.1) Title
Lot 2 - Hybrid Mail, Scheduled/Regular Bulk Mail (Print and Post), Software and Digital Mail
Lot No
2
two.2.2) Additional CPV code(s)
- 64110000 - Postal services
- 64112000 - Postal services related to letters
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
Lot 2 of this Framework Agreement is for the provision of the following postal services - Hybrid Mail, Scheduled/Regular Bulk Mail (Print and Post), Software and Digital
Mail Services.
Off Site Hybrid Mail - The Contractor shall provide an off site hybrid mail service via a web-based or cloud hosted solution allowing a fully digital process up to the point of print.
Scheduled/Regular Bulk Mail - The production and delivery of planned or bulk mailings including includes, but is not limited to health screening service letters, generic health messaging, appointment letters and reminders; council tax notices and reminders, bursary notices, prospectus packs.
Digital e Communications - The provision of additional and alternative options to physical print of mail items, including but not limited to SMS (text messaging) communications, Email communications, Secure web-based communications.
Software - The Contractor shall be permitted to deliver the required Hybrid, Scheduled Regular/Bulk (Print & Post), and Digital Mail services and/or solutions to Framework Public Body through the provision of the following: desktop solution and/or supporting software, web-based solutions and/or supporting software, development of a Framework Public Body portal or via a contractor’s website interface.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £20,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
The Framework will be placed for a 4 year period, after this the Framework may be subject to renewal.
two.2.10) Information about variants
Variants will be accepted: No
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
two.2.14) Additional information
The Authority accepts that Down Stream Access (DSA) may be a solution offered by Contractors under this Framework Agreement. Where this is the case, tenderers should be in possession of an access agreement with the universal service provider, Royal Mail, and if required to, be prepared to provide the Authority with evidence of this agreement.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders must demonstrate a current ratio of 0.6 or above and attach financial statements as supporting evidence that they meet the financial requirements. See Question 1.69.1 of the SPD.
Current ratio will be calculated as follows: total current assets divided by total current liabilities.
There must be no qualification or contra-indication from any evidence provided in support of the bidders economic and financial standing as this may lead to exclusion by Scottish Government.
In the event that the bidder does not meet the financial criteria for consideration but has a parent company that does, the tenderer may still be eligible for consideration where their tender submission is supported by a parent company guarantee.
Minimum level(s) of standards possibly required
It is a requirement of this framework that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
-public liability insurance in the sum of not less than 1 000 000 GBP for any one incident and unlimited in total. See Question 1.69.5 of SPD.
-professional indemnity insurance in the sum of not less than 1 000 000 GBP for any one incident and unlimited in total. See Question 1.69.5 of the SPD, and
-employer's liability insurance 5 000 000 GBP or in accordance with any legal obligation for the time being in force. See Question 1.69.5 of the SPD
Bidders must provide a separate SPD response from entities upon whose capability/capacity they rely on in order to meet any selection criteria including economic and financial standing.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 2
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: 2024/S 000-026582
four.2.2) Time limit for receipt of tenders or requests to participate
Date
12 March 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 9 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
12 March 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: within 4 years
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The estimated total value of 96,000,000 GBP advised at II.1.5 is a genuine estimate, which may be exceeded for services within scope, up to a value of 120,000,000 GBP.
The Framework agreement will be available for use by the Scottish Ministers (including Agencies), Scottish Non-Departmental Public Bodies, offices in the Scottish Administration which are not ministerial offices, cross-border public authorities within the meaning of section 88(5) of the Scotland Act 1998, the Scotland Office, the Scottish Parliamentary Corporate Body, councils constituted under section 2 of the Local Government etc. (Scotland) Act 1994, bodies regulated as social landlords under the Housing (Scotland) Act 2001, Scottish health boards or special health boards, Student Loan Company Limited, the Commissioner of Northern Lighthouse operating as the Northern Lighthouse Board, Scottish Futures Trust, Equality and Human Rights Commission, Business Stream Ltd, the Business Gateway National Unit at the Convention of Scottish Local Authorities, further or higher education institutions being fundable bodies within the meaning of Section 6 of the further and Higher Education (Scotland) Act 2005, any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament, any association of or formed by one or more of the foregoing, bodies financed wholly or mainly by one or more of the foregoing, bodies subject to management supervision by one or more of the foregoing and bodies more than half of the board of directors or members of which, or, in the case of a group of individuals, more thank half of those individuals, being appointed by one or more of the foregoing. In addition to the contracting authorities listed, the framework agreement will be available to charities entered on the Scottish Charity Register and voluntary organisations entered on the Membership Database of the Scottish Council for Voluntary Organisation.
Information about agencies of the Scottish Ministers, Scottish Non-Departmental Public Bodies and offices in the Scottish Administration which are not ministerial offices are listed at:
http://www.scotland.gov.uk/Topics/Government/public-bodies/about/Bodies
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28437. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Community Benefits requirements below are applicable to both Lots 1 and 2:
The Contractor shall be required to contribute to transforming the community in a real and sustainable manner, by securing the creation of a defined and measurable number of employment opportunities within Scotland in connection with the delivery of the service at Framework Level as follows:
New Entrants
1. Work experience 16+ years: 2 per year, 4 Person Weeks per year
2. Apprentices - can be existing: 1 per year, 26 Person Weeks per year
3. Apprentices - new: 1 in total during life of Framework, 26 Person Weeks per year
4. Progression into employment: 1 in total during life of Framework
Existing Workforce
5. Continued professional development/training e.g. First Aid, Health and Safety/Vocational Qualifications: Minimum 25% of workforce
Supply Chain Opportunities
6. SMEs in the Supply Chain: At least 50%
To the extent that it has not already done so, the Contractor shall support and shall ensure that its supply chain also support the Scottish Government's Community Benefits Initiative.
(SC Ref:788156)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session.