United Kingdom - Maidstone: Office and computing machinery, equipment and supplies except furniture and software packages

Watch this tender

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)

Name, addresses and contact point(s)

Kent County Council
County Hall
For the attention of: Mr Ian Day
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 1622236767
E-mail: psg@commercialservices.org.uk

Internet address(es):

Electronic submission of tenders and requests to participate: www.kentbusinessportal.org.uk

Further information can be obtained from: Kent County Council
County Hall
Contact point(s): Mr Ian Day
For the attention of: Mr Ian Day
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 1622236767
E-mail: psg@commercialservices.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Kent County Council
County Hall
Contact point(s): Mr Ian Day
For the attention of: Mr Ian Day
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 1622236767
E-mail: psg@commercialservices.org.uk

Tenders or requests to participate must be sent to: Kent County Council
County Hall
Contact point(s): Mr Ian Day
For the attention of: Mr Ian Day
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 1622236767
E-mail: psg@commercialservices.org.uk

I.2)

Type of the contracting authority
Regional or local authority

I.3)

Main activity
General public services

I.4)

Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Buckinghamshire County Council
Walton street, Aylesbury
HP20 1AU Buckinghamshire
United Kingdom

Hampshire County Council
The Castle
SO23 8UJ Winchester
United Kingdom

Hertfordshire County Council
County Hall, Pegs Lane, Hertford
SG13 8DQ Hertfordshire
United Kingdom

Kent County council (Via KCS Professional Services)
1 Abbey Wood Road, Kings hill
ME19 4YT West Malling
United Kingdom

Suffolk County Council
Endeavour House, 8 Russell Road
IP1 2BX Ipswich
United Kingdom

Section II: Object of the contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority:
Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, Print Room and Managed Print Services.

II.1.2)

Type of contract and location of works, place of delivery or of performance
Supplies
A combination of these

NUTS code UK

II.1.3)

Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement

II.1.4)

Information on framework agreement
Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 0

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 0 and 250 000 000 GBP

II.1.5)

Short description of the contract or purchase(s)
Commercial Services is one of the largest trading organisations of its kind in Europe with a turnover in excess of 600 000 000 GBP and employing over 700 people from its base in Kent. Tracing its roots back to 1902, as an education stores department for Kent County Council, Commercial Services has subsequently grown organically to supply an ever-increasing range of best value goods and services to other publicly funded organisations. These include local government, education establishments, the care sector and the emergency services. KCS is a trading unit of Commercial Services and provides a purchasing, warehousing and distribution service to a wide ranging customer base within local government and associated public bodies in Kent, neighbouring counties and across the UK. Kent County Council (the Council) is the largest local authority in England covering an area of 3 500 square kilometres. It has an annual expenditure of circa. 1 000 000 000 000 GBP on goods and services with a population of 1.5 m. The Council provides a wide range of personal and strategic services on behalf of its residents, operating in partnership with 12 district councils and 309 parish/town councils. In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, KCS, on behalf of the Central Buying Consortium, wishes to create a Framework Agreement (the Agreement) for the supply and delivery of Multifunctional Devices (MFD) and Managed Print Services (MPS) The procurement process adopted by the Contracting Authority is based upon the ‘Open’ Procedure, as detailed in the ‘Public Contract Regulations 2015’.

II.1.6)

Common procurement vocabulary (CPV)

30000000, 30125000, 30192400, 72228000, 72512000, 72212311, 48613000, 72212780, 30121200, 30121300, 30121000, 30123000

II.1.7)

Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)

Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)

Information about variants
Variants will be accepted: no

II.2)

Quantity or scope of the contract

II.2.1)

Total quantity or scope:
Commercial Services is one of the largest trading organisations of its kind in Europe with a turnover in excess of 600 000 000 GBP and employing over 700 people from its base in Kent. Tracing its roots back to 1902, as an education stores department for Kent County Council, Commercial Services has subsequently grown organically to supply an ever-increasing range of best value goods and services to other publicly funded organisations. These include local government, education establishments, the care sector and the emergency services. KCS is a trading unit of Commercial Services and provides a purchasing, warehousing and distribution service to a wide ranging customer base within local government and associated public bodies in Kent, neighbouring counties and across the UK. Kent County Council (the Council) is the largest local authority in England covering an area of 3 500 square kilometres. It has an annual expenditure of circa. 1 000 000 000 000 GBP on goods and services with a population of 1.5m. The Council provides a wide range of personal and strategic services on behalf of its residents, operating in partnership with 12 district councils and 309 parish/town councils. In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, KCS, on behalf of the Central Buying Consortium, wishes to create a Framework Agreement (the Agreement) for the supply and delivery of Multifunctional Devices (MFD) and Managed Print Services (MPS) The procurement process adopted by the Contracting Authority is based upon the ‘Open’ Procedure, as detailed in the ‘Public Contract Regulations 2015’.

Lot 1 — Lease and Purchased Multifunctional Devices and Document Solutions (MFDs),

Lot 2 — Lease and Purchased Remanufactured Multifunctional Devices and Document Solutions,

Lot 3 — Digital Duplicators,

Lot 4 — Print Room and Associated Equipment,

Lot 5 — Managed Print Service (MPS).

II.2.2)

Information about options
Options: no

II.2.3)

Information about renewals
This contract is subject to renewal: no

II.3)

Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lease and Purchased Multifunctional Devices and Document Solutions

1)

Short description
Lot 1 covers the provision of MFDs, to include both A4 and A4/A3 Networked and Standalone Photocopiers, Printers, Wide Format Printers, all with CPC maintenance, and the provision of Document Solutions. Full Managed Print Services will be covered under Lot 5. Equipment in this Lot may be procured as a direct purchase or via Lease Agreement. In addition to the standard manufacturer's warranty, maintenance options must be available for all products.

2)

Common procurement vocabulary (CPV)

30000000, 30121200, 30121300

3)

Quantity or scope

4)

Indication about different date for duration of contract or starting/completion

5)

Additional information about lots
Anticipated number of Suppliers: 3-5.
Lot No: 2 Lot title: Lease and Purchased Remanufactured Multifunctional Devices

1)

Short description
Lot 2 covers the provision of Remanufactured Multi-Functional Devices, to include A4 & A4/A3 Networked and Standalone Photocopiers, with CPC maintenance and the provision of Document Solutions. (Full Managed Print Services will be covered under Lot 5). Equipment in this lot may be procured as a direct Purchase or via Lease Agreement and is expected to perform to the same standard as new equipment. Reconditioned machines will not be accepted.

2)

Common procurement vocabulary (CPV)

30000000, 30121200, 30121300

3)

Quantity or scope

4)

Indication about different date for duration of contract or starting/completion

5)

Additional information about lots
Anticipated number of Suppliers: 1 or 3-5.
Lot No: 3 Lot title: Digital Duplicators

1)

Short description
Lot 3 covers the provision of Lease/Outright Purchased wet ink based digital duplicators/ copy printers, maintenance and related consumables.

2)

Common procurement vocabulary (CPV)

30000000, 30123000

3)

Quantity or scope

4)

Indication about different date for duration of contract or starting/completion

5)

Additional information about lots
Anticipated number of Suppliers: 1 or 3.
Lot No: 4 Lot title: Print Room

1)

Short description
Lot 4 covers the provision of Lease/Outright purchase and CPC maintenance high volume Print Room equipment/Multi-functional Devices, including sundry equipment not limited to off line booklet makers, guillotines and other associated equipment.

2)

Common procurement vocabulary (CPV)

30000000, 30125000

3)

Quantity or scope

4)

Indication about different date for duration of contract or starting/completion

5)

Additional information about lots
Anticipated number of Suppliers: 3-5.
Lot No: 5 Lot title: Managed Print service

1)

Short description
Lot 5 covers the provision of a managed print service that controls the Customer's printing Devices, consolidating charges and driving savings through better efficiencies and document workflow. Suppliers tendering for this Lot should be able to provide a full range of hardware from desktop printers to high volume MFD's and reprographics equipment, as well as a full range of Software options that can be tailored to meet the Customer's requirement to improve efficiency and drive down the overall cost of their printing processes.

2)

Common procurement vocabulary (CPV)

30000000, 30121000, 30192400, 72228000, 72512000

3)

Quantity or scope

4)

Indication about different date for duration of contract or starting/completion

5)

Additional information about lots
Anticipated number of Suppliers: 3-5.

Section III: Legal, economic, financial and technical information

III.1)

Conditions relating to the contract

III.1.1)

Deposits and guarantees required:

III.1.2)

Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)

Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)

Other particular conditions
The performance of the contract is subject to particular conditions: no

III.2)

Conditions for participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)

Economic and financial ability

III.2.3)

Technical capacity

III.2.4)

Information about reserved contracts

III.3)

Conditions specific to services contracts

III.3.1)

Information about a particular profession
Execution of the service is reserved to a particular profession: no

III.3.2)

Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)

Type of procedure

IV.1.1)

Type of procedure
Open

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no

IV.2)

Award criteria

IV.2.1)

Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)

Information about electronic auction
An electronic auction will be used: no

IV.3)

Administrative information

IV.3.1)

File reference number attributed by the contracting authority:
Y17035

IV.3.2)

Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2016/S 167-300736 of 31.8.2016

IV.3.3)

Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no

IV.3.4)

Time limit for receipt of tenders or requests to participate
9.2.2017 - 14:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language(s) in which tenders or requests to participate may be drawn up
English.

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender
in days: 120 (from the date stated for receipt of tender)

IV.3.8)

Conditions for opening of tenders
Date: 9.2.2017 - 14:30
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)

Information about recurrence
This is a recurrent procurement: no

VI.2)

Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no

VI.3)

Additional information

Member Authorities or buying organisations that will be using the Agreement from the outset are: Buckinghamshire County Council Hampshire County Council Hertfordshire County Council Kent County Council (via KCS Professional Services) Suffolk County Council Other public bodies will have access to this Agreement but may only do so with the agreement of the Contracting Authority. Those organisations who may wish to access this Agreement will be members, affiliates and associates of the CBC Group, the Police Service, the Fire Service, the NHS & NHS Trusts, third sector organisations, academic centres (including Academies), publicly funded organisations and publicly owned private companies, operating within the geographic boundaries of the United Kingdom, Channel Islands and Northern Ireland. The Agreement will also be open for use by all other local authorities and public sector bodies. Full details of the classification of potential Contracting Bodies and End User's geographical areas and organisation classifications are detailed as follows: Regions in England: Main Regions:- East Midlands; West Midlands; East of England; South East; South West; North West; North East; Yorkshire & Humber; London or to individual administering Councils. See link: http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Northern Ireland: Administered across 26 Districts of Northern Ireland. See link: http://www.nidirect.gov.uk/local-councils-in-northern-ireland Scotland: Administered across 32 Council areas. See link: http://www.cosla.gov.uk/scottish-local-government Wales: Administered across 22 Council areas. See link: http://wales.gov.uk/topics/localgovernment/?skip=1&lang=en Classification of End User Organisations Local Authority Councils: County, Unitary, District, Borough, and Metropolitan Councils. (Parish and Community Councils are also permissible users). See link: http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Educational Establishments: Nursery School, Primary School, Middle or High School, Secondary School, Academy, Special School, Pupil Referral Unit (PRU), Further Education College, University. See links: http://www.schoolswebdirectory.co.uk/index.php http://www.ukschoolsdirectory.net/ www.education.gov.uk/edubase www.hefce.ac.uk http://www.universitiesuk.ac.uk/aboutus/members/Pages/default.aspx Police, Fire & Rescue & Maritime & Coastguard Agency Emergency Services: See links: http://www.police.uk/forces.htm http://www.fireservice.co.uk/ http://www.nifrs.org/ http://www.mcga.gov.uk/c4mca/mcga07-home.htm NHS Bodies, the HSC (Northern Ireland) and Ambulance Services: See links: http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx http://www.hscni.net/index.php?link=trusts http://www.show.scot.nhs.uk/organisations/index.aspx http://www.scottishambulance.com/AboutUs/HowWeOrganised.aspx http://www.wales.nhs.uk/nhswalesaboutus/structure Central Government Departments & their Agencies: See link: http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm Registered Charities: See links: http://www.charitycommission.gov.uk/About_us/Regulation/Registering_charities_index.aspx http://www.oscr.org.uk/ http://www.nidirect.gov.uk/index/contacts/contacts-az.htm/housing-associations-contact Registered Social Landlords: Government-funded, not-for-profit organisations that provide affordable housing. They include housing associations, trusts and cooperatives. See link: http://www.idea.gov.uk/idk/core/page.do?pageId=7175736 http://www.nhfdirectory.co.uk http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/index.htm Northern Ireland: Administered across 11 Council areas. See link: http://www.nidirect.gov.uk/local-councils-in-northern-ireland Scotland: Administered across 32 Council areas. See link: http://www.cosla.gov.uk/scottish-local-government Wales: Administered across 22 Council areas. See link: http://wales.gov.uk/topics/localgovernment/?skip=1&lang=en Suppliers are advised that the Contracting Authority, its affiliates and/or authorised users, reserve the right to supply the tendered products, services, and commodities to companies that have a majority public sector ownership by any of the public sector bodies referred to above during the Agreement period as stated in this document, for the purpose of selling to other public, private and third sector organisations. This opportunity will be completed electronically via ProContract, a site run by Due North. Interested organisations should go to www.kentbusinessportal.org.uk to register and express interest. To express interest select ‘Current Opportunities', from the ‘Organisation’ drop down box select ‘Commercial Services’, click search and select the appropriate opportunity. Once you have successfully expressed interest via the portal you will be sent an email directing you to the ProContract site from which you will be able to access and download the invitation to tender documentation and any other relevant information. This email should be retained, as it will contain your direct link to the ProContract portal, for information purposes only the link is www.kentbusinessportal.org.uk/procontract/supplier.nsf Do not use this link now. Tenderers should also note that final submissions must be made via ProContract, no other submission route is permitted. Failure to follow this path will result in the tender submission being disregarded. All documents pertaining to this opportunity will be available for download via the ProContract portal from the outset. Please ensure you are able to download all files immediately after accessing the ProContract portal.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

VI.4.2)

Lodging of appeals

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Date of dispatch of this notice:
6.1.2017