Section one: Contracting authority
one.1) Name and addresses
City of London Corporation
Guildhall
London
EC2P 2EJ
Contact
Chris Mulhall
Chris.mulhall@cityoflondon.gov.uk
Telephone
+44 2073321420
Country
United Kingdom
NUTS code
UKI - LONDON
Internet address(es)
Main address
https://www.cityoflondon.gov.uk
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.capitalesourcing.com
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.capitalesourcing.com
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Revenues Print and Mailing Service for the City of London
Reference number
prj_COL_17482
two.1.2) Main CPV code
- 79800000 - Printing and related services
two.1.3) Type of contract
Services
two.1.4) Short description
The City of London Corporation (the City) is undertaking a 1 stage procurement process in relation to a Revenues Print and Mailing Service (the 'Service').
The Service will cover daily and ad hoc printing of multiple personalised bills, reminders, recovery and survey documentation, including where required, personalised payment documentation for NNDR, BIDs and Council Tax.
Further information for this opportunity can be found in II.2.4) Description of the procurement field (of this notice).
two.1.5) Estimated total value
Value excluding VAT: £490,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 64110000 - Postal services
two.2.3) Place of performance
NUTS codes
- UKI - LONDON
two.2.4) Description of the procurement
The City of London Corporation (the City) invites Tenders for the provision of a Revenues Print and Mailing Service.
City Revenues is responsible for the collection of most income due to the City of London Corporation: Council Tax, NNDR (Business Rates), Commercial Rents, Residential Service Charges and Sundry Debts.
The required Service will cover daily, annual billing and ad hoc printing of multiple personalised bills, reminders, recovery and survey documentation, including where required, personalised payment documentation for NNDR, BIDs and Council Tax. Annual Billing for NNDR, BID, and Council Tax are critical annual processes which cannot fail. Full end to end Annual Billing testing is a key Service requirement as well as meeting live annual billing deadlines.
The initial Service may be extended to other documents issued by City Revenues such as Commercial Rents and Sundry Debts at the request of the City Revenues Management Team during the length of the Contract.
The Service will also include printing and dispatch of one-off or mail merge personalised documents using a Hybrid Mail solution.
The Service required a robust daily document control and balancing process including dispatch to Postal Provider is essential to allow an audit trail for recovery processes.
This procurement will be a one (1) stage Open procedure. The description of the requirements for the Revenues Print and Mailing Service is set out in the procurement documents, particularly the specification — available from: https://www.capitalesourcing.com
The duration of the contract is five (5) years, with the option to extend up to two (2) further years in annual increments. The Contract is intended to commence 1st October 2021 to 31st September 2026.
The estimated total value of the contract is also stated in II.1.5) and II.2.6) of this notice and is for the entire duration, i.e. including the optional extensions.
Organisations should be aware that due to the contract value (of the Service), any contract formed as a result of this procurement process shall be executed as a deed. Organisations should seek independent legal advice on the implications of this prior to submitting their tender, where appropriate.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £490,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
This will be upon expiry of the contract and subject to internal approvals
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
The duration of the contract will be five (5) years, with the option to extend up to two (2) further years in annual increments.
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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
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: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2020/S 165-401574
four.2.2) Time limit for receipt of tenders or requests to participate
Date
6 April 2021
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: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
6 April 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
This procurement process is being undertaken using the electronic tendering system 'CapitaleSourcing' (url:www.capitalesourcing.com). Suppliers will need to register an interest on the system in order to participate and registration is free.
This is a one stage procurement process (Open Procedure); therefore, suppliers will need to register an interest on the system and submit a tender submission no later than 12.00 on 06.04.2021 in order to participate and registration is free. Tender submissions cannot be uploaded after the return deadline.
The estimated value given at II.2.6) is for the full duration of the contract, which is up to seven (7) years in total.
The contracting authority reserves the right at any time to vary the timescales in this notice, cease the procurement process and not award the contract or to award only part of the opportunity described in this notice.If the contracting authority takes up any of these rights then it will not be responsible for, or pay the expenses or losses, which may be incurred by any candidate or tenderer as a result. Economic operators are solely responsible for their costs and expenses incurred in connection with the preparation of their tender submissions and all stages throughout the procurement. Under no circumstances will the contracting authority be liable for costs or expense borne by the economic operators.
Any questions relating to this procurement must be made via the correspondence area in the Capital eSourcing system.
six.4) Procedures for review
six.4.1) Review body
High Court, Royal Courts of Justice
Strand
London
WC2A 2LL
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The contracting authority will incorporate a minimum 10 calendar days (when using electronic means) standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a contract before a contract is executed. The Public Contracts Regulations 2015 ('Regulations') provide for aggrieved parties who have been harmed or 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 and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.
six.4.4) Service from which information about the review procedure may be obtained
High Court, Royal Courts of Justice
Strand
London
WC2A 2LL
Country
United Kingdom