Section one: Contracting authority
one.1) Name and addresses
Vale of Glamorgan Council
Civic Offices, Holton Road
BARRY
CF63 4RU
digital@valeofglamorgan.gov.uk
Telephone
+44 1446700111
Country
United Kingdom
NUTS code
UKL22 - Cardiff and Vale of Glamorgan
Internet address(es)
Main address
http://www.valeofglamorgan.gov.uk
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0275
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.proactisplaza.com/BuyerPortal/?locatorId=4v7ye2xu6a621q4j7dd850xng1&
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
Supply of Multi-functional Device Printers & Hybrid Mail Services
Reference number
ERFX1008514
two.1.2) Main CPV code
- 64216120 - Electronic mail services
two.1.3) Type of contract
Services
two.1.4) Short description
Supply of Multi-functional Device Printers & Hybrid Mail Services
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
Provision of a Multifunction Device (MFD) and Printer Solution
Lot No
1
two.2.2) Additional CPV code(s)
- 30123000 - Office and business machines
- 48824000 - Printer servers
- 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
two.2.3) Place of performance
NUTS codes
- UKL22 - Cardiff and Vale of Glamorgan
two.2.4) Description of the procurement
The purpose of this tender is to procure a managed print service consisting of multi-functional device (MFD) printers that seeks to enhance the efficiency and effectiveness of the Vale of Glamorgan council’s printing, scanning, copying, and faxing operations at its key office and satellite sites.
The Vale of Glamorgan Council is a unitary in Southeast Wales that provides services for over 130,000 residents. Since 2013, the authority has consistently been the top performing local authority in Wales. As a County Council, we provide a wide variety of multitude of services, ranging from education to environmental protection, council tax, business rates, housing benefit housing and birth registration, to planning and highways maintenance.
The procurement of an effectively managed print and scanning service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 30
Quality criterion - Name: Social Value / Weighting: 10
Price - Weighting: 60
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
+1 year, +1 year
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
two.2) Description
two.2.1) Title
Provision of a Hybrid Mail Solution.
Lot No
2
two.2.2) Additional CPV code(s)
- 48219700 - Communications server software package
- 48223000 - Electronic mail software package
- 30133000 - Mailing equipment
two.2.3) Place of performance
NUTS codes
- UKL22 - Cardiff and Vale of Glamorgan
two.2.4) Description of the procurement
The purpose of this tender is to procure a hybrid mail solution that enables a safe, secure and cost -efficient method of handling the Vale of Glamorgan Council’s outbound mail requirements. The preferred supplier should be able to offer an online solution for the following high-level requirements:
Production of Hybrid Mail, including the printing, packing and dispatch of daily letters which could include variable or fixed data inserts.
The printing and sending of simple single letters, ranging from one-off ad-hoc letters to mail-merge generated letter campaigns.
Solution needs to be suitable for sending a variety of mail types – from a single letter to bulk mail-merge activity generated from Council systems e.g. Housing Rents, Electoral Registration.
A managed hybrid mail service for council departments with complex requirements such as Housing, Council tax and Benefits, to include document matching of daily letters and end of year billing.
Production of mail includes all documents generated from our Council Tax, NNDR (Business Rates) and Housing Benefits systems, including our annual billing runs. Letters are required to be matched to individual customer accounts for the purpose of reducing the amount of individual letters sent to customers.
The procurement of an effectively hybrid mail service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 30
Quality criterion - Name: Social Value / Weighting: 10
Price - Weighting: 60
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
+1 year, +1 year
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
Selection criteria as stated in the procurement 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
18 November 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
18 November 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
To submit you Tender Response for this notice and obtain any additional information please go to https://supplierlive.proactisp2p.com/Account/Login
ERFX1008514 Supply of Multi-functional Device Printers & Hybrid Mail Services
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=145436.
(WA Ref:145436)
The buyer considers that this contract is suitable for consortia.
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
digital@valeofglamorgan.gov.uk
Telephone
+44 2079477501
Country
United Kingdom