Public procurement notice: Contract Notice
Published: 2016-06-08
Buyer: Efficiency East Midlands Ltd
Country: UK
Region: UNITED KINGDOM
Contract type: Services
Procedure: Open procedure
CPV classification: 64121100 | 79571000 | 79800000 | 79810000 | 79811000
Estimated value: 10000000 GBP
Submission deadline: 2016-07-07
Award criteria: The most economic tender

Technical requirements: EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The framework will add value to our member organisations by providing an efficient streamlined process for the provision of mailing services whilst ensuring data protection is at the forefront of their service. EEM members are predominantly within the East Midlands but not exclusively so and may have requirements in other parts of England and Wales. The consortia is owned by our members which include Housing Associations, ALMO's, Local Authorities and bodies from the wider public sector including hospitals, universities and the police. A full list of current EEM members is provided on the EEM website: www.efficiency-em.co.uk
EEM on behalf of its members are looking to establish a framework for the provision of Printing, Fulfilment and Mailing and delivery management services. The expectation of Members is that the established framework will add value to their organisations by providing an efficient streamlined process for the provision of printing and mailing services whilst ensuring data protection is at the forefront of their service. The Service Provider will be expected to work with the individual Members to advise on methods to improve their current printing and mailing arrangements which can result in efficiency savings being demonstrated to members.
Members will have varying requirements with regards to the number of documents they require enclosing and the number of inserts required but as a minimum, mailing systems should be capable of enclosing multi-page documents along with merged mail such as Council Tax Bills and Letters where there is up to 5 inserts plus an address carrier sheet. All merging of statements and newsletters must be undertaken in a seamless fulfilment process, ensuring that the correct versions are inserted e.g. inserts that are appropriate to a particular resident or address.
The framework will also cover desktop mailing services and the design and print of postcard/appointment cards. For these services the successful Service Providers will be expected to print direct from a Members electronic mail/selected printer and complete the mailing process with a minimum turnaround time.
Please note that this framework will not cover generic printing requirements such as business cards, letterheads, leaflets, etc.
The Authorised Users of the Framework Agreements being advertised by this Contract Notice and entitled to access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice are:
1. Any current EEM Member — being an organisation which is a member of EEM at the date of this Contract Notice and being 1 of the organisations identified at: www.efficiency-em.co.uk and
2. Any Future Member of EEM — being an organisation which has applied to join and has joined EEM as a member in accordance with the constitutional documents of EEM and in respect of which such organisation notice has been given to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise begun by publication of this Contract Notice that such organisation is an Authorised User. Future EEM Members may include consortia made up of organisations which would themselves individually be a Future EEM Member and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of the special purpose vehicle that own and control that special purpose vehicle; and
3. An EEM Participant — being an organisation based within England or Wales which is neither a current EEM Member (as defined at 1 above) nor a Future Member of EEM (as defined at 2 above) but in all cases is a contracting authority under the Public Contracts Regulations 2015 and which owns and/or maintains/manages housing stock in 1 or more geographic area in which it operates and is a local authority i.e. a County, Metropolitan (City), District or Borough Council or a Unitary Authority in England or Wales or is an Arm's Length Management Organisation (‘ALMO’) or any statutory replacement or successor organisation managed by such local authority under a management agreement under section 27 of the Housing Act 1985 (or subsequent legislation) or is a provider of social housing registered as a registered provider with the Homes and Communities Agency or as a registered social landlord with the Welsh Ministers or (in the case of EEM) is an NHS Trust (which includes Acute Trusts, Mental Trusts, Care Services Trusts and Ambulance Trusts) or organisation, police authority, fire authority, ambulance trust, university, higher education or further education college or other public sector organisation and in all cases in respect of any such contracting authority organisation notice has been given by EEM to the economic operators that are a party to the Framework Agreements awarded at conclusion of the procurement exercise being advertised by this Contract Notice that such organisation is an Authorised User of the Framework Agreements. EEM Participants may include consortia made up of organisations which would themselves individually be an EEM Participant and may include any special purpose vehicle (of whatever nature) owned and controlled by the consortia members and would include in those circumstances the individual consortia members of that special purpose vehicle that own and control that special purpose vehicle.
Details of the Members of EEM at the date of this Contract Notice and the current Authorised Users can be obtained from the following website address: www.efficiency-em.co.uk For the purpose of this Notice, the geographical area of local authorities and the names of those authorities are identifiable by reference to the DirectGov website at: www.gov.uk A full list of all current registered providers can be found at: www.homesandcommunities.gov.uk and of all current registered social landlords can be found at: www.gov.wales/topics/housing-and-regeneration/publications/registered-social-landlords-in-wales A full list of NHS organisations can be found at: www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspxwww.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx
A full list of educational establishments including Universities, Higher Education colleges and Further Education Colleges can be found at: https://www.gov.uk/check-a-university-is-officially-recognised/recognised-bodies and http://www.education.gov.uk/edubase/home.xhtml
EEM reserves the right not to advertise or award any Framework Agreements at the end of the procurement exercise begun by publication of this Contract Notice or to award only part of parts of the proposed works and reserves the right not to award any 1 or more Lot.
The Authorised Users will have requirements predominantly within the East Midlands but not exclusively so and may in the future have requirements in other parts of England and Wales. Authorised Users in other parts of England and Wales may also access and use the Framework Agreements to be awarded at conclusion of the procurement exercise begun by publication of this Contract Notice. The successful economic operators may therefore expect the Framework Agreements to be awarded at conclusion of this procurement exercise to be operated and implemented throughout England and Wales.
EEM operates a range of existing supply chain arrangements with which successful economic operators will need to interface. Framework Agreements may be awarded on a multi client as well as a single client basis with the facility for Authorised Users to join both.
The Call-off Contracts to be awarded pursuant to the Framework Agreements to be entered at conclusion of the procurement exercise begun by publication of this Contract Notice may extend for a duration of up to 2 years beyond expiry of the 4 year term of the Framework Agreements.

Eligibility requirements: The Service Provider shall hold the ISO 27001 (or equivalent) accreditation, and have an Information Security Policy and a Business Continuity Plan and will be expected to have in place a robust security management system. The Service Provider will maintain a full and complete quality control process during printing and postage to ensure no errors are made in fulfilment or addressing.

Award value: 10000000