- Scope of the procurement
- Lot 1/1a. Standard print and Specialist Digital printing
- Lot 2/2a. Magazines and brochures/Fulfilment and mailing
- Lot 3. Signage and large format printing
- Lot 4. Parking-specific items
- Lot 5. Branded promotional items and merchandise
- Lot 6. Envelopes
- Lot 7. Personalised Mailing and fulfilment
- Lot 8. Non-Personalised Mailing and fulfilment
- Lot 9. Door-to-door distribution
- Lot 10. Creative services
Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices,Guildhall Square
PORTSMOUTH
PO12AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
Region code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.portsmouth.gov.uk/
Buyer's address
https://www.portsmouth.gov.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://app.panacea-software.com/portsmouth/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://app.panacea-software.com/portsmouth/
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
Print and Related Services Dynamic purchasing system.
two.1.2) Main CPV code
- 79800000 - Printing and related services
two.1.3) Type of contract
Services
two.1.4) Short description
Portsmouth City Council ('the council') is inviting requests to participate from suitably qualified suppliers to be admitted to a dynamic purchasing system (DPS) to provide print, design, distribution, merchandise and related services.
The Council has worked with Panacea Applications Limited to introduce a web-based system, Panacea Software ("DPS Portal"), to manage this DPS. The Council will use this system for the procurement of their print, design, distribution, merchandise and related services. ("the Services").
The DPS is divided into the following service categories (each being a "Service Category"):
• Lot 1/1a: Standard print/Specialist Digital printing
• Lot 2/2a: Magazines and brochures/Fulfilment and mailing
• Lot 3: Signage and large format printing
• Lot 4: Parking-specific items
• Lot 5: Branded promotional items and merchandise
• Lot 6: Envelopes
• Lot 7: Mailing and fulfilment
• Lot 8: Door to door distribution
• Lot 9: Creative services
The Council will run the procurement process in accordance with the 'Restricted Procedure' as set out within the Public Contract Regulations (2015). The procurement programme is set out below:
Selection stage documents available on Panacea 16/07/24
SQ return deadline 15/08/24
Evaluation of SQs completed 23/08/24
Selection decision notified to candidates 30/08/24
Start of DPS 02/09/24
A Supplier that is interested in providing Print and Related Services to the Contracting Authority will need to apply to join the DPS Portal by creating an account and submitting their Response to the Standard Selection Questionnaire online the URL for which is below:
https://app.panacea-software.com/portsmouth/
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
Standard print and Specialist Digital printing
Lot No
1/1a
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 1 includes printing and delivery of our standard, regularly produced items. The items may be printed by sheet-fed litho, web-offset litho or digitally, depending on quantity and speed of required delivery.
Quantity printed per job varies from single copies to 25,000. Most jobs are 500 to 5,000 copies.
All paper should be sustainably sourced and accredited as recycled, FSC 100% or FSC Mix.
Some jobs may need additional finishing such as die-cutting, laminating, spot UV, foil block, scoring, or hand-finishing.
There is a sub lot - 1a - Specialist Digital Printing is for suppliers offering digital printing on a range of substrates, on dark materials and / or of labels and packaging materials. This lot is used for work such as this which is produced on different materials and requires greater flexibility than many commercial printing requirements. This work requires the ability to digital print on darker materials. See specification for more details.
Lot 1a can only be applied for by those suppliers applying to Lot 1
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 1 will be live immediately.
two.2) Description
two.2.1) Title
Magazines and brochures/Fulfilment and mailing
Lot No
2/2a
two.2.2) Additional CPV code(s)
- 22100000 - Printed books, brochures and leaflets
- 79800000 - Printing and related services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 2 includes Portsmouth City Council's two resident magazines - Flagship and House Talk - and one magazine for Gosport Borough Council - At Your Service. It also includes the Portsmouth visitor guide. We occasionally have a need for additional magazines for a special subject and these are referred to as ad-hoc magazines. Some of these publications require distribution, either by Royal Mail or to regional distribution centres.
Lot 2 requires a proof-reading service to be carried out on all jobs.
Additional magazines and brochures are required on an ad-hoc basis. Specifications vary. These may include finishes not used in our standard magazines such as perfect binding, PUR binding, lamination, spot UV or foil blocking.
Lot 2a is to select appropriate suppliers for instances for which we require the printer to also mail.
Lot 2a can only be applied for by those suppliers applying to Lot 2
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 2 will be live immediately.
two.2) Description
two.2.1) Title
Signage and large format printing
Lot No
3
two.2.2) Additional CPV code(s)
- 22900000 - Miscellaneous printed matter
- 34928470 - Signage
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 3 is for a wide range of signs and display materials produced in varying materials including foamex, vinyl, acrylic, metal and wood.
This includes but is not limited to:
• printed self adhesive vinyl
• cut self adhesive vinyl
• printed self adhesive contravision vinyl
• printed PVC vinyl banners, including hemming and eyeletting
• printed pull up banners
• printed foamex
• printed correx
• built-up lettering in acrylic and metal
• aluminium tray signs
• vehicle graphics
• engraved signs
• static cling stickers
• feather flags
• installation
Some items require installation and the contractor may be required to supply RAMS documentation prior to work commencing. The supplier may need to make arrangements with building managers or third-party contractors to arrange this.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 3 will be live immediately.
two.2) Description
two.2.1) Title
Parking-specific items
Lot No
4
two.2.2) Additional CPV code(s)
- 22450000 - Security-type printed matter
- 22900000 - Miscellaneous printed matter
- 42991230 - Ticket printers
- 79800000 - Printing and related services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Portsmouth City Council Parking require a range of specialist items that include scratch off latex, holograms or other security features.
These include:
• scratch cards for visitor and permit parking
• resident parking permits with hologram and plastic wallets
• disabled bay permits with hologram and plastic wallets
• penalty charge notices for enforcement officer hand-held printer
• waterproof penalty charge notice plastic carriers with self adhesive backing
• enforcement officer notebooks
• pay and display ticket meter tickets on rolls
• car park barrier tickets
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 4 will be live at a later date.
two.2) Description
two.2.1) Title
Branded promotional items and merchandise
Lot No
5
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
- 79800000 - Printing and related services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
This lot is for bespoke promotional or branded items.
The lot includes, but is not limited to:
• Pens
• Pencils
• Mugs
• Button badges
• Enamel badges
• Keyrings
• Gazebos
• Tablecloths
• Flags
• Branded clothing: t-shirts, hats, vests, scarfs, hi-vis (excludes uniform)
• Warrant card holders
• Beermats
• Lanyards
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 5 will be live immediately.
two.2) Description
two.2.1) Title
Envelopes
Lot No
6
two.2.2) Additional CPV code(s)
- 30199710 - Printed envelopes
- 30199711 - Printed window envelopes
- 30199712 - Printed non-window envelopes
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Lot 6 is for bespoke printed envelopes. It does not include unprinted envelopes that are available off the shelf, but may include unprinted envelopes if a custom size or style is required.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 6 will be live immediately.
two.2) Description
two.2.1) Title
Personalised Mailing and fulfilment
Lot No
7
two.2.2) Additional CPV code(s)
- 64110000 - Postal services
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
This lot is for a range of mailing and related services including personalisation, collation, insertion, data-cleansing, wrapping, postage management and distribution. This lot requires the supplier to have certification for ISO27001 or a comprehensive documented and monitored data processing and storage procedure that can be demonstrated.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 7 will be live immediately.
two.2) Description
two.2.1) Title
Non-Personalised Mailing and fulfilment
Lot No
8
two.2.2) Additional CPV code(s)
- 22900000 - Miscellaneous printed matter
- 64111000 - Postal services related to newspapers and periodicals
- 64112000 - Postal services related to letters
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
This lot is for a range of mailing and related services including personalisation, collation, insertion, data-cleansing, wrapping, postage management and distribution.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 8 will be live immediately.
two.2) Description
two.2.1) Title
Door-to-door distribution
Lot No
9
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
This lot is for distribution of printed material to residential properties and businesses in Portsmouth. Items may be addressed or non-addressed.
Distribution may be city-wide, a specific area, or may include surrounding areas such as Havant or Gosport.
Items provided by PCC must not be inserted into items provided by other customers.
Items provided by other customers must not be inserted into items provided by PCC.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 9 will be live immediately.
two.2) Description
two.2.1) Title
Creative services
Lot No
10
two.2.2) Additional CPV code(s)
- 79821000 - Print finishing services
- 79960000 - Photographic and ancillary services
- 92100000 - Motion picture and video services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
This Lot includes a range of creative services including, but not limited to:
• Copy writing
• Proof-reading
• Graphic design
• Artwork
• Illustration
• Motion graphics
• Animation
• Photography
• Videography
• Video editing
• Voiceovers
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
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: Yes
Description of options
The initial DPS term will be for 3 years with possibility of extending the term thereafter on a rolling basis in increments to be advertised at the discretion of the council.
two.2.14) Additional information
Lot 10 will be live at a later date.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
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.2.2) Time limit for receipt of tenders or requests to participate
Date
15 August 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
15 August 2024
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Public Procurement Review Body
Cabinet Office
London
publicprocurementreview@cabinetoffice.gov.uk
Telephone
+44 3450103503
Country
United Kingdom