Section one: Contracting authority
one.1) Name and addresses
Cannock Chase District Council
Beecroft Road
Cannock
WS11 1BG
Contact
Laura Kendall
laura.kendall@staffordshire.gov.uk
Telephone
+44 1785854656
Country
United Kingdom
Region code
UKG2 - Shropshire and Staffordshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com/Account/Login#
one.1) Name and addresses
Stafford Borough Council
Riverway
Stafford
ST16 3AQ
Contact
Laura Kendall
laura.kendall@staffordshire.gov.uk
Telephone
+44 1785854656
Country
United Kingdom
Region code
UKG2 - Shropshire and Staffordshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://supplierlive.proactisp2p.com/Account/Login#
one.2) Information about joint procurement
The contract involves joint procurement
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/Account/Login#
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com/Account/Login#
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
Framework Agreement for Hybrid Mail and Annual Billing
Reference number
IA3169
two.1.2) Main CPV code
- 64216120 - Electronic mail services
two.1.3) Type of contract
Services
two.1.4) Short description
Cannock Chase District and Stafford Borough Councils are shire districts within the County of Staffordshire.
The Councils have shared a number of services since 2011, including Revenues and Benefits, Finance; ICT, Building Control, Legal Services and Human Resources. From April 2023, the two Councils now share a Chief Executive, Leadership Team and all services excluding those funded by the Housing Revenue Account.
The Councils operate a Hybrid Working Model, whereby most staff split their working time between home and office bases. Some remote work is undertaken by visiting officers from customers' homes or places of work.
Having trialled a Hybrid Mail solution within the shared Revenues and Benefits service, the Councils now seek a long-term provider of this service and so provides this opportunity for suitable providers to tender for either or both of the two Lots.
two.1.5) Estimated total value
Value excluding VAT: £900,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Hybrid Mail
Lot No
1
two.2.2) Additional CPV code(s)
- 72412000 - Electronic mail service provider
- 79571000 - Mailing services
two.2.3) Place of performance
NUTS codes
- UKG2 - Shropshire and Staffordshire
Main site or place of performance
Staffordshire
two.2.4) Description of the procurement
Includes the provision of 'print-ready' output by the Council to the provider. Some merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". Options to issue correspondence in alternative formats, such as email or SMS are also required.
The provider must be able to demonstrate compatibility with documents produced by the Civica Open Revenues processing software and Civica Workflow 360 system.
The provider shall provide appropriate cloud hosted software to operate and administer the Hybrid Mail Offsite Solution. Any software will need to be fully compatible with the Windows 10 operating system on both 32-bit and 64-bit devices; the software must also be compatible with the Office 365 suite.
Any web-enabled software will need to be fully compatible with Microsoft Edge
The solution shall provide a hierarchical structure for user accounts. The solution may be used by a number of different departments within the Councils, each with their own users and managers, as well as administrators for the solution as a whole. The user account structure must reflect this setup.
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: £400,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 November 2024
End date
31 October 2028
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) Description
two.2.1) Title
Annual Billing
Lot No
2
two.2.2) Additional CPV code(s)
- 79800000 - Printing and related services
two.2.3) Place of performance
NUTS codes
- UKG2 - Shropshire and Staffordshire
Main site or place of performance
Staffordshire
two.2.4) Description of the procurement
Includes the printing and distribution of the annual Council Tax Bills, Benefit Notifications and Discount Review letters on behalf of both Councils. Data will be provided partly as data files to be interpreted and partly in print-ready format. Merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". No alternative, electronic distribution of annual bills is needed from the provider.
The Councils will provide a 4-year Framework Agreement for the printing and distribution of outgoing Annual Council Tax and Business Rates bills and accompanying literature, each March.
The Councils offer no guarantee of exclusivity to the selected providers and cannot guarantee a minimum number of documents that will require distribution. The Councils' continuing priority is to encourage communication by electronic means in order to reduce the amount of hard-copy post. Wherever possible the Councils require multiple documents, relating to the same customer, to be included in a single envelope.
The provider shall provide a method for secure transfer of mail data between the Councils and the provider. This method must include 256bit RSA encryption. This data will then be transformed by the provider into a physical mail item for delivery to a customer address.
The Councils will provide Council Tax bill data in a flat file produced from the Civica OpenRevenues system, mapping documentation will be provided.
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: £280,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 November 2024
End date
31 October 2028
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
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
14 June 2024
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
14 June 2024
Local time
1:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Cannock Chase & Stafford Borough Council
Cannock/Stafford
Country
United Kingdom