Official UK procurement notice
Framework Agreement for Hybrid Mail and Annual Billing
Authority: Cannock Chase District Council (Local council)·Consortium: 2 public authorities
What is being bought2 lots · detail below
Published requirement descriptionCannock Chase District and Stafford Borough Councils are shire districts within the County of Staffordshire.
The Councils have shared a number of services since 2011, including Revenues and Benefits, Finance; ICT, Building Control, Legal Services and Human Resources. From April 2023, the two Councils now share a Chief Executive, Leadership Team and all services excluding those funded by the Housing Revenue Account.
The Councils operate a Hybrid Working Model, whereby most staff split their working time between home and office bases. Some remote work is undertaken by visiting officers from customers' homes or places of work.
Having trialled a Hybrid Mail solution within the shared Revenues and Benefits service, the Councils now seek a long-term provider of this service and so provides this opportunity for suitable providers to tender for either or both of the two Lots.
CPV: Electronic mail service provider · Electronic mail services · Mailing services · Printing and related services
How this framework works
From the published notice- Bids received
- 6 bids on the busiest of 2 lots · 2 suppliers appointed
- Framework period
- 4 yrs from 1 Nov 2024
Lots and requirements (2)Procurement structure
2 lots · all with a published value · evaluation weights differ by lotLot #1Hybrid MailAwardedPublished value£400,000
Includes the provision of 'print-ready' output by the Council to the provider. Some merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". Options to issue correspondence in alternative formats, such as email or SMS are also required.
The provider must be able to demonstrate compatibility with documents produced by the Civica Open Revenues processing software and Civica Workflow 360 system.
The provider shall provide appropriate cloud hosted software to operate and administer the Hybrid Mail Offsite Solution. Any software will need to be fully compatible with the Windows 10 operating system on both 32-bit and 64-bit devices; the software must also be compatible with the Office 365 suite.
Any web-enabled software will need to be fully compatible with Microsoft Edge
The solution shall provide a hierarchical structure for user accounts. The solution may be used by a number of different departments within the Councils, each with their own users and managers, as well as administrators for the solution as a whole. The user account structure must reflect this setup.
Lot #2Annual BillingAwardedPublished value£280,000
Includes the printing and distribution of the annual Council Tax Bills, Benefit Notifications and Discount Review letters on behalf of both Councils. Data will be provided partly as data files to be interpreted and partly in print-ready format. Merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". No alternative, electronic distribution of annual bills is needed from the provider.
The Councils will provide a 4-year Framework Agreement for the printing and distribution of outgoing Annual Council Tax and Business Rates bills and accompanying literature, each March.
The Councils offer no guarantee of exclusivity to the selected providers and cannot guarantee a minimum number of documents that will require distribution. The Councils' continuing priority is to encourage communication by electronic means in order to reduce the amount of hard-copy post. Wherever possible the Councils require multiple documents, relating to the same customer, to be included in a single envelope.
The provider shall provide a method for secure transfer of mail data between the Councils and the provider. This method must include 256bit RSA encryption. This data will then be transformed by the provider into a physical mail item for delivery to a customer address.
The Councils will provide Council Tax bill data in a flat file produced from the Civica OpenRevenues system, mapping documentation will be provided.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · Hybrid Mail | 75% | 25% | |
| 2 · Annual Billing | 30% | 70% |
- Price carries 25–70 points depending on the lot. Read the split per lot below.
- “Framework Agreement for Hybrid Mail and Annual Billing” is a framework: the contest is a place on its panel, not a single contract.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes
- First published
- 15 May 2024, 15:22 BST
- Last source update
- 19 Nov 2024, 16:24 GMT
- Award evaluation window
- 14 Jun 2024 – …
- Authority reference
IA3169- FTS notice number
2024/S 000-037418- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0459d9Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
How it was run
Official notice- Appointment period ends
- 14 Jun 2024, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 14 Jun 2024, 13:00 BST
Timeline
14 Jun 2024 → 19 Nov 2024 · 4 dates- Admission / appointment period endsperiod end, not a bid countdown14 Jun 2024, 12:00 BST
- Bids opened14 Jun 2024, 13:00 BST
- Contract starts1 Nov 2024
- Notice published19 Nov 2024, 16:24 GMT
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete19 Nov 2024, 16:24 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast2 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
Annual Billing
- Signed
- 12 Nov 2024
- Value
- £240,000
- Period
- … – 31 Oct 2028
- Status
- active
Hybrid Mail
- Signed
- 24 Oct 2024
- Value
- £400,000
- Period
- … – 31 Oct 2028
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Hybrid Mail | 6bids · 6 electronic | 5 | — | — |
| 2 · Annual Billing | 6bids · 6 electronic | 5 | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Stafford Borough CouncilContracting authority
Dispute resolution & review bodies
- Cannock Chase & Stafford Borough CouncilReview body
Framework contractors & participating bidders
2 commercial parties on the notice- Datagraphic Group LtdFramework contractor
- Financial Data Management LtdFramework contractor
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria