Section one: Contracting authority
one.1) Name and addresses
AHDB
Stoneleigh Park
Kenilworth
CV8 2LZ
Contact
Sarah Waters
Telephone
+44 2072385921
Country
United Kingdom
NUTS code
UKG13 - Warwickshire
Internet address(es)
Main address
https://defra.bravosolution.co.uk/
Buyer's address
https://defra.bravosolution.co.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://defra.bravosolution.co.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://defra.bravosolution.co.uk/
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
Other activity
Agriculture and Horticulture
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Warehousing, mailing fulfilment and distribution
Reference number
2022-549
two.1.2) Main CPV code
- 63122000 - Warehousing services
two.1.3) Type of contract
Services
two.1.4) Short description
AHDB is made up of four individual sectors and a cross sector for shared responsibilities under the one AHDB central organisation, these. These sectors run separate budgets and accounts. All activities are detailed, recorded and invoiced by purchase orders from each sector. We are a publisher of a wide spectrum of technical, research and marketing resources. The publications and marketing materials are delivered to the warehouse facility either directly from source or via AHDB, entered into inventory and stored. All goods arriving will be clearly labelled with SKU, description of contents, number of boxes and quantity per box.
These are then available on a call off basis to AHDB levy payers, requests for publications are made to the Bureau team at AHDB and in some cases directly to the warehouse. The requests from AHDB are then forwarded to the warehouse facility via a portal ordering system for fulfilment and despatch to the requesting end user.
The warehouse also assembles marketing, promotional and educational kits, to meet AHDB requirements. Mailing data is provided via a secure file transfer site to the warehouse facility from the AHDB Customer Relationship Management (CRM) team for all warehouse mailing activities.
Under the existing contract, a sole supplier provides all warehousing, mailing and fulfilment services for AHDB under the existing tender agreement. Storage of printed matter, from single sheet flyers, multi-page brochures and any marketing aids and tools are entered into an inventory according to the ordering AHDB sector.
Estimated start date is 30th April 2023, initial 2 year contract with the option to extend for 2 periods of 12 months each.
two.1.5) Estimated total value
Value excluding VAT: £560,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG13 - Warwickshire
two.2.4) Description of the procurement
Core services:
Ordering and stock control – Portal Requirement
The successful tenderer will must provide an online AHDB portal to include, but not limited to, the following features:
• e-commerce style shop front format
• Managed logins with access to all AHDB sectors for authorised staff with variable permissions
• Ease of navigation for all AHDB sectors
• Picture images of materials
• Global search facility across site by SKU or description
• Multiple operators processing orders simultaneously
• Priority and urgent order facility
• Multi sector selections added to common basket
• Delivery and mailing options displaying costs and time order constraints
• Delivery instructions for non-standard timed/dated deliveries and where to leave
• All chargeable items must require a purchase order number to be given by the customer to activate the request
• Order amendment and cancellation facility
• Order confirmation email
• Order status indication
• Order history-who has ordered and when
• Inventory management, stock level re-ordering points
• Back-order management including partial delivery notification
• Low stock level indicators
• SKU creation
• Link to AHDB CRM for client, record and order history update
• Returns section from AHDB to warehouse.
Ordering and stock control – Client to Warehouse
Bespoke ordering, communication and reporting systems – including the need to answer phones on behalf of AHDB sectors, and emails on behalf of some AHDB sectors with designated phone lines and email address. Telephone lines and email addresses must be operational by contract commencement and be located on the supplier’s premises. One existing telephone number (STD), will need to remain the same for external customers calling following marketing campaigns, currently circa 15 a month. The detail of these will be provided to the successful supplier upon contract award and call diversions may be required for a short interim period.
Warehousing, mailing fulfilment and distribution
• Secure warehouse facility, protected by a Fire and Security accredited system e.g. NACOSS/NSI .
• Long- and short-term storage of AHDB pallets, publications and materials.
• Located in the UK for ease of access for supplier same day site to site deliveries and same day despatch.
• Orders placed via online portal, email or telephone.
• Fulfilment and mailing of printed material such as newsletters, booklets, marketing and promotional materials. Packaged according to format (supplier provided enveloped, poly-wrapped or carton boxed etc). Printing of relevant delivery notes / mailing labels or address inserts.
• Mailed or delivered to meet any specific requested time and location instructions. For fulfilment and mailed jobs, the price for postage should be quoted at the recognised rate for the requested type (eg 1st or 2nd class post etc) with no profit added. Use of cheaper comparable services is welcomed.
• Itemised invoicing for sectors
• Notification of deliveries and fast integration into inventory
• Secure disposal facilities for destruction of AHDB materials as requested
• Stock levels, controls and parameters updated on portal
• Downstream access by most cost-effective methods
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: £560,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
23 April 2023
End date
30 April 2027
This contract is subject to renewal
Yes
Description of renewals
Initial contract shall run for 2 years, with the option to extend for a further 2 periods of 12 months each should AHDB wish to take up this option.
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
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As per specification documents
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
21 September 2022
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
21 September 2022
Local time
1:00pm
Place
AHDB HQ
Information about authorised persons and opening procedure
Procurement Manager
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 3 years
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
AHDB
Stoneleigh Park
Kenilworth
CV8 2LZ
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Defra
Noble House
London
SW1P 3JR
Country
United Kingdom