Section one: Contracting authority
one.1) Name and addresses
North Hertfordshire District Council
Gernon Road
Letchworth Garden City
SG6 3JF
Contact
Louise Overington
louise.overington@north-herts.gov.uk
Telephone
+44 1462474000
Country
United Kingdom
NUTS code
UKH23 - Hertfordshire
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
http://www.supplyhertfordshire.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
http://www.supplyhertfordshire.uk/
Tenders or requests to participate must be submitted to the above-mentioned address
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
NHDC 202209-04 Shared Waste Garden Waste Permit Provision
Reference number
NHDC 202209-04
two.1.2) Main CPV code
- 79823000 - Printing and delivery services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council is seeking tenders from suitably qualified and experienced potential contractors to provide the design, supply, print, postage and data management of its garden waste service permits for East and North Herts Shared waste service. The contract will be over a period of 3 years and is estimated to be in the region of £300,000 exclusive of VAT. The service required by the Council broadly comprises:-The design, print and postage of East and North Herts Councils garden waste permits. As well as the permit sticker, we will require residents to be provided with a copy of their terms and conditions and a welcome letter. There is also a requirement for data management and the ability for the client to be able to generate reports on stickers issued and to also identify when a sticker is to be received or was posted. The Council welcomes Fair Trade options.
two.1.5) Estimated total value
Value excluding VAT: £300,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 64112000 - Postal services related to letters
- 79800000 - Printing and related services
- 79824000 - Printing and distribution services
- 48311100 - Document management system
two.2.3) Place of performance
NUTS codes
- UKH23 - Hertfordshire
Main site or place of performance
North and East Hertfordshire
two.2.4) Description of the procurement
The Council is seeking tenders from suitably qualified and experienced potential contractors to provide the design, supply, print, postage and data management of its garden waste service permits for East and North Herts Shared waste service. The contract will be over a period of 3 years and is estimated to be in the region of £300,000 exclusive of VAT. The service required by the Council broadly comprises:-The design, print and postage of East and North Herts Councils garden waste permits. As well as the permit sticker, we will require residents to be provided with a copy of their terms and conditions and a welcome letter. There is also a requirement for data management and the ability for the client to be able to generate reports on stickers issued and to also identify when a sticker is to be received or was posted. The Council welcomes Fair Trade options.The service process must include as mandatory requirements: (for each authority)1. The ability to load subscribers details via excel spread sheet or API link for the provision of the permit, this should be a secure system to ensure privacy 2. Storing of the address details and the number of stickers requested in a system that can be used to "search" for issued stickers and prevent duplication.3. The Supplier to provide and print the stickers, with an optional welcome letter and operational terms and conditions decided each year in advance.4. The Supplier to deliver the sticker and additional correspondence to residents (in an agreed marked envelope)5. The sticker and correspondence to be delivered within a maximum of 10 calendar days (including non-working days)6. Provision of a new design for each authorities subscription year, to ensure that stickers can be differentiated between subscription years. 7. System in place to prevent the duplication of stickers to reduce errors.The Supplier is to print the stickers and post them out to the residents. Provide a cloud/web based tracking systems, that the Council is able to access, is required to enable the process to be monitored. The tracking system should contain all information about orders including:• Status of the order• The ability for the councils to order replacement sticker packs (if sticker is reported as not received or damaged)• The ability to produce management reports and relevant performance data about who has received a sticker and when• Unlimited log-ins provided with user training and telephone support for the council to use the cloud/web based tracking systemIn order to meet the councils sustainability agenda we would expect that paper is either made from recycled sources or Forest Stewardship certified sources and non-bleached. The pack to be received by resident within 10 calendar days of their order being placed.
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: £300,000
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 following additional options have been defined. Details of these can also be found in the pricing document and will not be scored.• Additional posted standardised letter (double sided – black ink only) to customers per 1,000• Email to customers per 1,000• The annual design of the sticker and associated proofs until a final version is signed off. • Cost for API link to be provided for automated loading (this may not be taken up at the commencement of the contract)• Additional letters (by post) per 1,000, this would be for a doubled sided print of A4 black in only and include postage and envelope. • Cost of a 2-page T&Cs document
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.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Compliance with Specification and 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
18 November 2022
Local time
5:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
21 November 2022
Local time
9:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Any supplier experiencing problems with the Council's e-procurement system, In-Tend, should contact the dedicated UK support desk which can be contacted via email: support@in-tend.com or Telephone: +44 1144070065 for any website / technical questions, Monday to Friday, 8:30 - 17:30.
six.4) Procedures for review
six.4.1) Review body
North Hertfordshire District Council
Council Offices Gernon Road
Letchworth Garden City
SG6 3JF
louise.overington@north-herts.gov.uk
Telephone
+44 1462474336
Country
United Kingdom
Internet address
http://www.north-herts.gov.uk/
six.4.2) Body responsible for mediation procedures
Centre for Effective Dispute Resolution
100 St. Paul’s Churchyard
London
EC4M 8BU
Telephone
+44 2075366000
Fax
+44 2075366001
Country
United Kingdom