Section one: Contracting authority
one.1) Name and addresses
Places for People
4 The Pavilions, Port Way
Preston
PR2 2YB
Contact
Lisa Gallacher
ProcurementTeam@placesforpeople.co.uk
Telephone
+44 1772897200
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Outbound Communications, Inbound Mail Services & Hybrid Mail Solution
two.1.2) Main CPV code
- 79824000 - Printing and distribution services
two.1.3) Type of contract
Services
two.1.4) Short description
Places for People require a total printing and fulfilment service on a NATIONAL basis including the following to deliver a personalised service to Places for People portfolio of Customer Correspondence:
•Secure receipt and auto-processing of Places for People data files.
•Production of file receipting MI & automated distribution via email
•Data-streaming (creating separate files for unique fulfilment requirements)
•Printing and enclosing services.
•Mailing Services via approved mailing providers (e.g. Royal Mail or Whistl). Will undertake production of the required mailings from a dedicated print facility
We require a flexible, secure, and cost-effective Business Process Outsourcing partner to cover ALL elements across outbound communications, inbound mail and a hybrid mail solution.
two.1.5) Estimated total value
Value excluding VAT: £3,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
UNITED KINGDOM
two.2.4) Description of the procurement
Places for People require a total printing and fulfilment service partner on a NATIONAL basis. The supplier will deliver a personalised service to Places for People portfolio of Customer Correspondence:
•Secure receipt and auto-processing of Places for People data files.
•Production of file receipting MI & automated distribution via email
•Data-streaming (creating separate files for unique fulfilment requirements)
•Printing and enclosing services.
•Mailing Services via approved mailing providers (e.g. Royal Mail or Whistl). Will undertake production of the required mailings from a dedicated print facility
We require a flexible, secure, and cost-effective Business Process Outsourcing partner to cover ALL elements across outbound communications, inbound mail and a Hybrid Mail solution.
Outbound Communications
Suppliers must be able to provide all of the following services:
-Secure dispatch services, to cover:
-Ability to receive data via API from in-house CRM package
-Processing and dispatch of bulk mailings
-Output to various formats, including, but not limited to; print and postage, email, portal, SMS
-Output to braille and large format translation for print and dispatch
-Bespoke marketing materials for supply and dispatch
-Grouped and distributed with other relevant documentation as and when required
-Full audit tracking (data dispatch confirmation etc.) via API to in-house CRM package
Hybrid Mail Solution
-Secure desktop access to a fully tailored and flexible hybrid mail platform
-Hybrid mail platform must include:
-Single Sign On (SSO) controlled via Group Policy
-Drag and drop upload for PDF and Word
-Single documents
-Mail-merge documents
-Address validation
-1st and 2nd class
-C4 up-to 80 images
-C5 up-to 20 images
Inbound Mail Services
Suppliers must be able to supply all of the following high-level requirements:
-Dedicated PO Box for all incoming mail
-Tailored workflow to distribute documentation to relevant department / people accessed via secure portal or via API to internal workflow tools
-Quarantined documentation accessible via secure portal or via API to internal workflow tools
-Full audit tracking via API to in-house CRM package
-Secure shredding
PLEASE NOTE that Inbound Mail Services will be implemented at a later stage and will look to work with the chosen provider in scoping out the provision and their industry knowledge in successfully mobilising a company where they have not previously had an inbound solution in place.
IMPORTANT: Please note that the supplier is required to deliver outbound mail (system generated), hybrid mail and inbound mail on a national basis and will be required to meet all the minimum requirements given in APPENDIX C - Minimum Requirements (Technical & Non Technical) in order to apply for the tender.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Cost criterion - Name: Pricing / Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £3,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
No
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
To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/BWBSK3A7UX
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
30 April 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
30 April 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Preston:-Printing-and-distribution-services./BWBSK3A7UX" target="_blank">https://www.delta-esourcing.com/tenders/UK-UK-Preston:-Printing-and-distribution-services./BWBSK3A7UX
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/BWBSK3A7UX" target="_blank">https://www.delta-esourcing.com/respond/BWBSK3A7UX
GO Reference: GO-2024326-PRO-25585423
six.4) Procedures for review
six.4.1) Review body
High Court of England and Wales
Strand
London
WC2A 2LL
Telephone
+44 2079476000
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Royal Courts of Justice
Strand
London
WC2A 2LL
Telephone
+44 2079476000
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
Crown Commercial Services
1 Horse Guards Road
London
SW1A 2HQ
Country
United Kingdom