Section one: Contracting authority/entity
one.1) Name and addresses
Department for Work and Pensions
Quarry House, Quarry Hill
Leeds
LS2 7UA
Contact
Victoria Webster
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/department-for-work-pensions
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
DWP Document and Data Management Service
Reference number
DWP101976
two.1.2) Main CPV code
- 72512000 - Document management services
two.1.3) Type of contract
Services
two.2) Description
two.2.1) Title
The Contracting Authority, the Department for Work and Pensions (DWP), is awarding the tender for the secure mail opening, document scanning, indexing, valuables handling and multi format inbound chan
Lot No
No
two.2.2) Additional CPV code(s)
- 48311000 - Document management software package
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 63121100 - Storage services
- 64110000 - Postal services
- 72212223 - Electronic mail software development services
- 72212780 - System, storage and content management software development services
- 72312000 - Data entry services
- 72313000 - Data capture services
- 72314000 - Data collection and collation services
- 72317000 - Data storage services
- 72512000 - Document management services
- 79571000 - Mailing services
- 79999100 - Scanning services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Various Locations within the United Kingdom
two.2.4) Description of the procurement at the time of conclusion of the contract:
DWP is looking for the provision of a future secure mail opening, document scanning and indexing, valuables handling and multi format inbound channel service to meet its business requirements. The service would process up to circa 100k DWP mail items per day. DWP will be looking for a service which will have the capacity and capability to interface with multiple systems to deliver a solution for their complex and diverse organisation.
As part of the delivery of its 2020 Vision, DWP is committed to delivering innovative, cost effective services to its customers, whilst developing excellent supplier and stakeholder relationships.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
24 October 2017
End date
23 October 2022
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.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2017/S 220-457326
Section five. Award of contract/concession
Contract No
DWP101976
Title
Document and Data Management Service
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
24 October 2017
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Engie Services Limited
Shared Services Q3 Office Quorum Business Park Benton Lane
Newcastle Upon Tyne
NE12 8EX
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
00598379
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £42,780,513
Section six. Complementary information
six.3) Additional information
Suppliers Instructions:
How to Express Interest in this Tender:
1. Register on the eSourcing portal (this is only required once):
https://dwp.bravosolution.co.uk & click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your password (keep this secure)
2. Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant exercise to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box
3. Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions to complete (detailed online help available). To submit your reply use the 'Submit Response' button (top of the page).
For further assistance please consult the online help, or the eTendering help desk.
DWP expressly reserves the rights(i)to use a reverse auction; (ii)to cancel this procurement at any stage; (iii)to not award any contract as a result of the procurement process commenced by publication of this notice; (iv)and in no circumstances will DWP be liable for any costs incurred by potential suppliers.
six.4) Procedures for review
six.4.1) Review body
Department for Work and Pensions
Quarry House, Quarry Hill
Leeds
LS2 7UA
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Department for Work and Pensions
Quarry House, Quarry Hill
Leeds
LS2 7UA
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
This authority incorporated the required standstill period at the point information on the award of contract was communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015 No 87) provide for aggrieved parties who have been harmed or are 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 within 30 days of the date of knowledge (the date on which the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen) unless the court considers that there is good reason for extending that period (up to a maximum of 3 months from the date of knowledge). If the contract has been entered into the court may award damages and in the case of specified breaches of the rules may also order the termination or shortening of the contract and the levying of fines. The purpose of the standstill period referred to above was to allow parties to apply to the Courts to set aside the award decision before the contract was entered into.
six.4.4) Service from which information about the review procedure may be obtained
Department for Work and Pensions
Quarry House, Quarry Hill
Leeds
LS2 7UA
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 72512000 - Document management services
seven.1.2) Additional CPV code(s)
- 48311000 - Document management software package
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 63121100 - Storage services
- 64110000 - Postal services
- 72212223 - Electronic mail software development services
- 72212780 - System, storage and content management software development services
- 72312000 - Data entry services
- 72313000 - Data capture services
- 72314000 - Data collection and collation services
- 72317000 - Data storage services
- 72512000 - Document management services
- 79571000 - Mailing services
- 79999100 - Scanning services
seven.1.3) Place of performance
NUTS code
- UK - United Kingdom
Main site or place of performance
Various Locations within the United Kingdom
seven.1.4) Description of the procurement:
DWP is looking for the provision of a future secure mail opening, document scanning and indexing, valuables handling and multi format inbound channel service to meet its business requirements. The service would process up to circa 100k DWP mail items per day. DWP will be looking for a service which will have the capacity and capability to interface with multiple systems to deliver a solution for their complex and diverse organisation.
As part of the delivery of its 2020 Vision, DWP is committed to delivering innovative, cost effective services to its customers, whilst developing excellent supplier and stakeholder relationships.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
24 October 2017
End date
23 October 2022
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£42,780,513
seven.1.7) Name and address of the contractor/concessionaire
Engie Services Limited
Shared Services Q3 Office Quorum Business Park Benton Lane
Newcastle Upon Tyne
NE12 8EX
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
00598379
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
In accordance with PPN04; Modify the existing contract (including a price review) with the supplier to make it sustainable for both parties and to allow the continuation of service without any business disruption. The contract modification introduces a monthly minimum charge and a revised pricing structure. This involves resizing the supplier operation to 85% pre Covid-19 business volumes. This modification is time bound until 31 May 2021.
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
The Covid-19 crisis caused a significant fall in business volumes going through this contract due to DWP refocussing resources on escalating Universal Credit claim demand. Volumes are not expected to return to pre-pandemic levels due to easements and process changes introduced by DWP to manage unprecedented demand caused by the pandemic.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £42,780,513
Total contract value after the modifications
Value excluding VAT: £44,655,583.64