Hybrid Mail Services 2021
• Bath and North East Somerset Council
Publication reference: 2021/S 000-022235 
Publication date: 8 September 2021
F02: Contract notice
Section one: Contracting authoritySection I: Contracting authority
one.1) Name and addressesI.1) Name and addresses
Bath and North East Somerset Council
Guildhall, High Street
Bath
BA1 5AW
Contact
Mr Steve Phelps
Email

Telephone
+44 7725138435
Country
United Kingdom

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NUTS code
UKK12 – Bath and North East Somerset, North Somerset and South Gloucestershire
Internet address(es)
Main address
http://www.bathnes.gov.uk
Buyer’s address
http://www.bathnes.gov.uk
one.2) Information about joint procurementI.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) CommunicationI.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.supplyingthesouthwest.org.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.supplyingthesouthwest.org.uk
one.4) Type of the contracting authorityI.4) Type of the contracting authority
Regional or local authority
one.5) Main activityI.5) Main activity
General public services

Section two: ObjectSection II: Object
two.1) Scope of the procurementII.1) Scope of the procurement
two.1.1) TitleII.1.1) Title
Hybrid Mail Services 2021
Reference number
DN567912
two.1.2) Main CPV codeII.1.2) Main CPV code
• 64000000 – Postal and telecommunications services
two.1.3) Type of contractII.1.3) Type of contract
Services
two.1.4) Short descriptionII.1.4) Short description
The Council wishes to establish a single provider Contract for the provision of Hybrid Mail Services. The Council is managing this procurement in line with the Public Contracts Regulations 2015.
The procurement process to be used is the Competition with Negotiation pursuant to Regulation 30 of the Regulations.
https://www.legislation.gov.uk/uksi/2015/102/regulation/30/made
The Council is procuring the Contract as a central purchasing body for itself
1.2 Background
The Council implemented a hybrid mail services in 2018 and has worked with the existing supplier to develop those services over recent years.
The service runs generally successfully for a number of council departments, although it falls short of the Council’s aspirations.
Approximate volumes for the most recent financial year were as follows:
• Total documents sent via BANES hybrid mail = 585,000
• Of this total, Ad hoc mail volumes are approximately 85,000 and Bulk Mail makes up the remaining 400,000
The estimated annual expenditure of the future contract is likely to be in the range of £250,000 – £300,000, although the actual contract value will be dependent on additional service uptake, the drive for process efficiencies and potential digital delivery.
two.1.5) Estimated total valueII.1.5) Estimated total value
Value excluding VAT: £1,500,000
two.1.6) Information about lotsII.1.6) Information about lots
This contract is divided into lots: No
two.2) DescriptionII.2) Description
two.2.2) Additional CPV code(s)II.2.2) Additional CPV code(s)
• 64000000 – Postal and telecommunications services
• 64100000 – Post and courier services
two.2.3) Place of performanceII.2.3) Place of performance
NUTS codes
• UKK12 – Bath and North East Somerset, North Somerset and South Gloucestershire
two.2.4) Description of the procurementII.2.4) Description of the procurement
The Council wishes to establish a single provider Contract for the provision of Hybrid Mail Services. The Council is managing this procurement in line with the Public Contracts Regulations 2015.
The procurement process to be used is the Competition with Negotiation pursuant to Regulation 30 of the Regulations.
https://www.legislation.gov.uk/uksi/2015/102/regulation/30/made
The Council is procuring the Contract as a central purchasing body for itself
1.2 Background
The Council implemented a hybrid mail services in 2018 and has worked with the existing supplier to develop those services over recent years.
The service runs generally successfully for a number of council departments, although it falls short of the Council’s aspirations.
Approximate volumes for the most recent financial year were as follows:
• Total documents sent via BANES hybrid mail = 585,000
• Of this total, Ad hoc mail volumes are approximately 85,000 and Bulk Mail makes up the remaining 400,000
The estimated annual expenditure of the future contract is likely to be in the range of £250,000 – £300,000, although the actual contract value will be dependent on additional service uptake, the drive for process efficiencies and potential digital delivery.
two.2.5) Award criteriaII.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 systemII.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
66
This contract is subject to renewal
No
two.2.10) Information about variantsII.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about optionsII.2.11) Information about options
Options: No
two.2.13) Information about European Union FundsII.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No

Section four. ProcedureSection IV. Procedure
four.1) DescriptionIV.1) Description
four.1.1) Type of procedureIV.1.1) Type of procedure
Competitive procedure with negotiation
four.1.5) Information about negotiationIV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
four.1.8) Information about the Government Procurement Agreement (GPA)IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative informationIV.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participateIV.2.2) Time limit for receipt of tenders or requests to participate
Date
22 October 2021
Local time
12:05pm
four.2.4) Languages in which tenders or requests to participate may be submittedIV.2.4) Languages in which tenders or requests to participate may be submitted
English

Section six. Complementary informationSection VI. Complementary information
six.1) Information about recurrenceVI.1) Information about recurrence
This is a recurrent procurement: Yes
six.4) Procedures for reviewVI.4) Procedures for review
six.4.1) Review bodyVI.4.1) Review body
Bath and North East Somerset Council
Bath
Country
United Kingdom

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