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Notice Details

Title: Provision of Mail Screening Services
Reference No: JUN321622
OCID: ocds-r6ebe6-0000544353
Published by: Scottish Parliamentary Corporate Body
Publication Date: 11/06/2018
Deadline Date: 07/08/2018
Deadline Time: 12:00
Notice Type: 02 Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: The Scottish Parliamentary Corporate Body (SPCB) and the Scottish Government (SG) require a contractor to provide mail screening services for all items of mail to be delivered to nominated sites in Edinburgh, Glasgow, Kinlochleven and London. The contractor shall be responsible for the security of the mail from the point of collection from the public mail carrier up to the delivery of screened mail to the nominated SPCB and SG designated sites. There is the potential for a further two sites, one in Dundee and another Glasgow location being added during the contract period.
CPV: 64121100, 64121100.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Section I: Contracting Change authority

I.1) Name and addresses

Scottish Parliamentary Corporate Body

The Scottish Parliament, Procurement Services

Edinburgh

EH99 1SP

UK

Contact person: Alison Duff

Telephone: +44 7580801846

E-mail: alison.duff@gov.scot

NUTS: UK

Internet address(es)

Main address: http://www.parliament.scot

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10284

I.1) Name and addresses

Scottish Government

Victoria Quay, Leith

Edinburgh

EH6 6QQ

UK

Telephone: +44 1312447556

E-mail: alison.duff@gov.soct

NUTS: UKM

Internet address(es)

Main address: http://www.scotland.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482

I.2) Joint procurement

The contract involves joint procurement

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

www.publiccontractsscotland.gov.uk


I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Other: Devolved Parliament

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Provision of Mail Screening Services

Reference number: NIC/SER/395

II.1.2) Main CPV code

64121100

 

II.1.3) Type of contract

Services

II.1.4) Short description

The Scottish Parliamentary Corporate Body (SPCB) and the Scottish Government (SG) require a contractor to provide mail screening services for all items of mail to be delivered to nominated sites in Edinburgh, Glasgow, Kinlochleven and London. The contractor shall be responsible for the security of the mail from the point of collection from the public mail carrier up to the delivery of screened mail to the nominated SPCB and SG designated sites. There is the potential for a further two sites, one in Dundee and another Glasgow location being added during the contract period.

II.1.5) Estimated total value

Value excluding VAT: 750 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

64121100

II.2.3) Place of performance

NUTS code:

UKM75


Main site or place of performance:

Edinburgh, Glasgow, Kinlochleven and London

II.2.4) Description of the procurement

The Scottish Parliamentary Corporate Body (SPCB) and the Scottish Government (SG) require the services of a contractor to provide mail screening service from the point where the contractor collects the mail items from the public mail carrier to end delivery of the screened mail to SPCB and SG designated sites. The contractor must screen the mail to Screening Level 2 as set out in PAS97:2015, also including external visual inspection of every mail items. The contractor will be required to screen for hazardous, dangerous and offensive items and to deliver the mail securely to the Scottish Parliament's and Scottish Government's designated locations. The services include:

-collection and transportation of all mail items from the public mail carrier;

- secure screening of mail at the Contractor's facility;

- timely and secure delivery of all screened mail items to the SPCB and SG designated sites detailed in the tender documents.

Full details of the services are contained in the Specification in the tender documents.

II.2.5) Award criteria

Criteria below:

Quality criterion: Technical / Weighting: 60

Price / Weighting:  40

II.2.6) Estimated value

Value excluding VAT: 750 000.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 12

This contract is subject to renewal: Yes

Description of renewals:

up to 2 x 12 month extensions are available at the discretion of the SPCB and SG

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

Additional sites may be added during the term of the contract

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

4A.1 if required by the member state, tenderers are required to be enrolled in the relevant professional or trade registers within the country in which they are established. Tenderers should indicate the required registration and relevant body in which they are established.

4A.1.1 Tenderers are required to indicate if relevant documentation is available electronically.

4A.2 Where it is required, within a tenderer's country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service. Tenderers must confirm that they hold the particular authorisation or memberships.

III.1.2) Economic and financial standing

List and brief description of selection criteria:

The Scottish Parliamentary Corporate Body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of tenderers. Tenderers are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at http://www.creditsafe.com/products/business-credit-reports/

If a tenderer does not agree with the credit rating it has been given by Creditsafe it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a tenderer is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.

Tenderers should have a Creditsafe credit rating of 30 or higher to demonstrate satisfactory financial standing. If a tenderer has a lower credit rating score and has the backing of a parent company with a credit rating of 30 or higher, then the provision of a Parent Company Guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the tender may be rejected.


Minimum level(s) of standards required:

With reference to ESPD questions 4B.5.1 and 4B.5.2 - it is a requirement that tenderers hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employers'(Compulsory) Liability Insurance of 5 million GBP

Public Liability Insurance of 1 million GBP

III.1.3) Technical and professional ability

List and brief description of selection criteria:

Please refer to these statements when completing section 4C of the ESPD (Scotland)


Minimum level(s) of standards required:

4C.1.2 - The tenderer will be required to provide a maximum of two relevant examples to demonstrate their experience and knowledge to deliver the services as described in the Specification. Your response should make reference to the screening level in line with PAS97:2015 level 2 and describe all elements of the end to end mail screening services provided.

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

In order to ensure the highest standards of service quality in this contract the SPCB and SG require the contractor to take a positive approach to fair work practices.

The contract will be subject to a performance management system with KPIs

Full details of all performance conditions are documented in the Specification document within the tender documentation.

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 12/07/2018

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 12/07/2018

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

Approximately 12 months prior to the end of the Contract Term of any subsequently awarded contract.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

ESPD selection Criteria

Part IV: ‘Selection Criteria’ of the ESPD shall be scored on a pass/fail basis. For avoidance of doubt a pass is that the response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/ capacity/ capability but may lack in some aspects of similarity eg previous experience, knowledge or skills may not be of a similar nature.

With regard to ESPD Questions 4D.1 (Quality Assurance) and Question 4D.2 (Environment)where a tenderer is unable to provide an independent third party certificate and provides information under the standard questions detailed at part 2, the response will be evaluated on the entire response to the standard questions. Any tenderer providing a response which fails to evidence the information stated in the standard questions will be determined to have failed and the bid may be set aside and take no further part in the competition.

Award Criteria Questions can be found in the ITT together with the weightings.

Award scoring methodology is fully detailed in the Instructions to Tenderers Appendix A.

Tenderers who fail to pass the ESPD stage may have their bids set aside and take no further part in the evaluation.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=544353.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:544353)

VI.4) Procedures for review

VI.4.1) Review body

Scottish Parliamentary Corporate Body

The Scottish Parliament, Procurement Services

Edinburgh

EH99 1SP

UK

Telephone: +44 1313486620

Internet address(es)

URL: http://www.parliament.scot

VI.5) Date of dispatch of this notice

08/06/2018


Information added to the notice since publication.

Additional information added to the notice since it's publication.
DateDetails
28/06/2018 23:20Question and Answers deadline change

The deadline for submission of questions through the online Q&A function has been changed as below.
Old question submission deadline: 02/07/2018 12:00
New question submission deadline: 04/07/2018 12:00
Please ensure that you have submitted all questions before the new date.
03/07/2018 17:04Question and Answers deadline change

The deadline for submission of questions through the online Q&A function has been changed as below.
Old question submission deadline: 04/07/2018 12:00
New question submission deadline: 10/07/2018 12:00
Please ensure that you have submitted all questions before the new date.
03/07/2018 17:08Notice date(s) changed

IV.2.2) Time limit
Old date: 12/07/2018 12:00
New date: 17/07/2018 12:00

IV.2.7) Conditions for opening of tenders
Old date: 12/07/2018 12:00
New date: 17/07/2018 12:00

The deadline has been extended to enable outstanding questions to be responded to
05/07/2018 09:42ADDED FILE: NIC-SER-395 - Mail Screening Services ITT - Clarfication 1 - Service Provisin

Clarification letter in realtion to the Services required under the ITT
05/07/2018 09:49ADDED FILE: NIC-SER-395- Mail Screening Services - Schedule 1 - Specification v3

Revised specification document to define the screening levels and services required
05/07/2018 09:56ADDED FILE: NIC-SER-395- Mail Screening Services - Schedule 1 - Specification v3

Updated Specification to clarify the Employers mail screening requirements
05/07/2018 09:59ADDED FILE: NIC-SER-395 - Mail Screening Services - Clarification of Employer Mail Screening Requirements

Clarification of the Employers mail screening service requirements and expectations
13/07/2018 13:41Notice date(s) changed

IV.2.2) Time limit
Old date: 17/07/2018 12:00
New date: 07/08/2018 12:00

IV.2.7) Conditions for opening of tenders
Old date: 17/07/2018 12:00
New date: 07/08/2018 12:00

Revision to terms and conditions of contract and clarification on the provision of TUPE information
13/07/2018 17:09REPLACED FILE: NIC-SER-395 - Mail Screening Services - Schedule 3 - Conditions of Contract - 2

Schedule 3 -Conditions of Contract replaced with v3
13/07/2018 17:20ADDED FILE: NIC-SER-395 - Mail Screening Services ITT - Clarfication 2 - Condiitions of Contract & Further Info

Change to Conditions of Contract, further questions & reponses and change to tender return date
24/07/2018 10:40ADDED FILE: NIC-SER-395 - TUPE Details

TUPE details are provided by a third party. We do not take responsibility for its accuracy.
Main Contact: alison.duff@gov.scot
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
309999other Mail ServicesMail Services 

Delivery Locations

Delivery Locations
IDDescription
160Edinburgh & Lothians
150Glasgow & Strathclyde
120Highlands and Islands
180Outside Scotland

Document Family

Hide related notices
JUN321622: Provision of Mail Screening Services
Publication Date: 11/06/2018
Deadline: 07/08/2018
Notice Type: 02 Contract Notice
Authority name: Scottish Parliamentary Corporate Body
DEC338992: Provision of Mail Screening Services
Publication Date: 05/12/2018
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
Authority name: Scottish Parliamentary Corporate Body

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the Record your interest now button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
11/06/2018 NIC-SER-395 - Mail Screening Services - Letter and Instructions to Tenderers - 2 Letter and Instructions to Tenderers183.73 KB13
11/06/2018 NIC-SER-395 - Mail Screening Services - Schedule 1 - Specification - 2 Schedule 1 - Specification985.87 KB9
11/06/2018 NIC-SER-395 - Mail Screening Services - Schedule 2 - Pricing - 2 Schedule 2- Pricing24.84 KB10
11/06/2018 NIC-SER-395 - Mail Screening Services - Schedule 4 - Technical Criteria - 2 Schedule 4 - Technical Criteria58.73 KB8
11/06/2018 NIC-SER-395 - Mail Screening Services - Form of Tender - 2 Form of Tender47.90 KB7
11/06/2018 NIC-SER-395 - ESPD (Scotland) v1.10 - 2 ESPD154.42 KB8
05/07/2018 NIC-SER-395 - Mail Screening Services - Clarification 1 - Service Provision Clarification letter in realtion to the Services required under the ITT115.71 KB7
05/07/2018 NIC-SER-395 - Mail Screening Services - Schedule 1 - Specification - v3 Revised specification document to define the screening levels and services required988.50 KB7
05/07/2018 NIC-SER-395 - Mail Screening Services - Schedule 1 - Specification - v3 Updated Specification to clarify the Employers mail screening requirements989.77 KB7
05/07/2018 NIC-SER-395 - Employers Clarification of Mail Screening Services Clarification of the Employers mail screening service requirements and expectations28.69 KB5
13/07/2018 NIC-SER-395 - Mail Screening Services - Schedule 3 - Conditions of Contract - v3 Schedule 3 -Conditions of Contract replaced with v393.89 KB8
13/07/2018 NIC-SER-395 - Mail Screening Services - Clarification 2 - Terms and Conditions of Contract Change to Conditions of Contract, further questions & reponses and change to tender return date120.00 KB6
24/07/2018 TUPE Master Spreadsheet TUPE details are provided by a third party. We do not take responsibility for its accuracy.11.92 KB4

Replaced Documents

CreatedNameDescriptionSize
11/06/2018NIC-SER-395 - Mail Screening Services - Schedule 3 - Conditions of Contract - 2Schedule 3 -Conditions of Contract92.16 KB

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