postal services supplier event 1pm – 2.30pm victoria quay, edinburgh 5 july 2011
DESCRIPTION
Postal Services Supplier Event 1pm – 2.30pm Victoria Quay, Edinburgh 5 July 2011. Introductions. Phil Norman: Portfolio Manager for Corporate Services, Scottish Procurement Lynn McCann: Portfolio Specialist for Corporate Services, Scottish Procurement. Formalities. Fire Alarm - PowerPoint PPT PresentationTRANSCRIPT
Postal Services
Supplier Event
1pm – 2.30pmVictoria Quay, Edinburgh
5 July 2011
Introductions
Phil Norman:
Portfolio Manager for Corporate Services, Scottish Procurement
Lynn McCann:
Portfolio Specialist for Corporate Services, Scottish Procurement
Formalities
Fire Alarm
There is no fire test scheduled: If the fire alarm sounds leave at the nearest available fire exit.
Toilets
These are situated in the main conference room corridor.
Questions
There is a Question & Answer session at the end, however if you feel the question is relevant to the current slide, feel free to ask!
Background..
Scottish Procurement has Ministerial endorsement to manage the procurement of a specified range of common goods and services across all sectors Established to deliver sustainable best economic value for money (VFM) solutions in line with national targets, through effective collaboration throughout the procurement cycle and compliance to national contracts.
An estimated £1 billion of the c£8 billion Public sector spend on goods and services across Scotland relates to ‘Category A’ goods and services.
Current Category A Category A Definition
1) Goods or services are standard or of a similar nature across the largely common requirements of users in the public sector in Scotland. And/or;2) Where the utilisation of contracts established by a single central organisation would offer:
a) improved cost through consolidated procurement volumes and value b) optimised use of scarce procurement resources and skills and to concentrate market intelligence information.
3) Where a single contracting interface facilitates the efficiency and competitiveness of suppliers.
Background..
Current ‘Category A’ agreements
• Corporate Services: Travel Services, General Stationery & Office Paper, IT Consumables;• Utilities: Gas, Liquid Fuels, Electricity;• Professional Services: Consultancy, Temp, Interim Temp;• IT Hardware: Desktops, Laptops;• IT: A range of network agreements, IT Managed Services, Telecomms.
Circa £89m delivered back to the Scottish Public Sector since 2008
All Scottish Procurement contracts are advertised for use by Scottish Public Bodies. Individual organisations fit into the following sectors:
Police; Fire & Rescue; NHS Scotland; Local Authorities; Central Government (Core departments, Agencies and Non Departmental Public Bodies); Higher and Further Education; Registered charities, registered social landlords and voluntary organisations.
Background..
National Category Forum (NCF)
NCF is a dedicated cross sector group of individuals tasked with developing Category A Strategies.
The NCF for Postal Services consisted of representation from Scotland Excel, NHS National Procurement, Advanced Procurement for Universities & Colleges (APUC), Central Government Centre of Procurement Expertise (CGCoPE), Local Authorities and Scottish Local Government Procurement Forum (SLGPF)
The forum was developed in 2009, bringing in cross sector experience and sector idiosyncrasies to ensure that standard and non-standard requirements are included within the strategy.
What do we Expect from Suppliers and Category A collaborative agreements?
In order to help us do business with you in a mutually beneficial manner suppliers can
contribute by:
• Providing best value goods and services across the Scottish public sector;• Sharing your plans for technology or service development and your ideas and opportunities for
improvement in the way the public sector procures these requirements and manages supplier relationships;
• Embracing e-technology opportunities such as those offered by eProcurement Scotl@nd (ePS);• Proactively engaging in continuous improvement programmes;• Offering cost reduction and other efficiency and/or service initiatives that deliver best value to
the Scottish public sector; • If successful when bidding for Category A contracts, being fully engaged and supportive of our
structured supplier management process that will be used to measure all suppliers on a periodic basis, including provision of relevant management information.
• Providing feedback on tender processes.• Last but not least, ensuring that the best value offer for both parties is available
Key Background points
(Scottish Public Sector)
Current picture
• Scottish Public sector spend on Postal Services is circa £35m per annum;
• Current annual contractual spend is circa £8m;• 85 organisations access the current agreement;• Agreement focuses predominantly on everyday mail opportunities
through Down Stream Access;• Organisations are prioritising their local Postal Services strategies
at different levels;• Various internal processes and decision makers;• Broadly there is limited alignment between different services and
ways of working….
Postal Services background
Postal Services background Continued..
Organisation Spend
Glasgow City Council £2,389,781
Student Loans Company Limited £2,331,231
Fife Council £1,460,700
City of Edinburgh Council £1,419,294
Visit Scotland £1,401,504
North Lanarkshire Council £1,301,266
NHS Greater Glasgow and Clyde £1,054,850
Scottish Government £879,363
NHS Lanarkshire £867,573
£13,885,027
Observation
40% of spend is with 10 organisations
Big spend areas not all aligned to one sector – The top 10 includes NHS, Government and Local Council organisations.
Requirement: Strategy
1. To leverage the £35 million, spent annually, to realise improvements in the value for money obtained in the sourcing of Postal Services, including reductions in service and product prices, enhancements to product and service and improvements in service levels, where appropriate;
2. To increase the take up of leading processes and practices across the Scottish public sector;
3. To increase knowledge of alternative Postal Services;
4. To capture all postal activity and determine all the key decision makers pertaining to Postal Services across the Scottish public sector;
5. To reduce the negative environmental impact of the use of Postal Services.
Requirement..
Key objectives of the strategy
Services to be covered within Postal Services
2+ day collection and delivery to addressee;
Next day collection and delivery to addressee – Central belt Scotland only;
Consolidation (collection) of low volume mail items;
Hybrid Mail;
Production of Planned Mail.
Requirement - Strategy..
Structure of Frameworks
Structure of Frameworks
Requirement – Strategy Continued..
Scottish Public Sector Postal Framework and Strategic Management
Ad-hoc and Hybrid Mail (1 principle supplier)
Mandatory1. 2+ day service (both Machine and non-
machine readable mail)2. Hybrid Mail3. Service all geographical areas of Scotland4. No minimum volume requirements for
organisations to access these services
Expected1. Next day service - Central Belt2. A network of suppliers to fulfil the
requirement
Planned Mail (1 principle supplier)
Ad-Hoc & Hybrid Mail – What does this lot consist of?
The collection of physical mail from Public Sector organisations, throughout Scotland, and delivery to the addressee. The production of ad-hoc mail via a Hybrid Mail service. The lot consists of three distinct services:
1. 2+ day delivery to all UK addresses and; 2. Next day delivery to Scottish central belt postcodes and 3. Hybrid Mail.
Hybrid Mail is a desk to door service covering, but not limited to, off site mail production for ad-hoc printing/mail generation.
It is anticipated that documents will be printed, folded, enclosed and posted by the supplier.
It is understood that the action of the final mile delivery may be undertaken by a third party organisation.
A key element to the evaluation is the on-going cost management initiates and quality improvement programmes.
It is positively promoted by Scottish Procurement to develop sub-contractors, partners and third party providers when developing your supply chain for your solution.
Requirement – Strategy Continued..
Planned Mail
This lot is for the production and delivery of Planned Mail.
It is anticipated the service will be achieved via secure transfer of addressand data files to an off site print location where the mail will be printed,sorted and passed for delivery to the final destination.
It is recognised that there may be a number of ways to achieve the serviceand that the use of sub-contractors, partners and third party providers maybe required.
Requirement – Strategy Continued..
Key components and considerations of your bid:
Both Ad-Hoc (& Hybrid Mail) and Planned Mailing
1) Ensure that all Scottish Public Sector’s organisations are catered for;
2) Where the use of sub-contractors, partners and third party providers are required please detail this within the bid;
3) Detail plans for mail improvement programmes; How; Priorities; Net result;
4) Ensure security elements are detailed and coherent;
Requirement – Strategy Continued..
Evaluation
Lot 1 – Ad Hoc & Hybrid Mail
100%
ITT
PRICING
35%
Pricing Schedule
Statement of Requirements
ITT Questionnaire
65%
Framework & Account
Management Delivery
Cost Management Technical Corporate
Social Responsibility
Security
Evaluation Weighting..
Lot 2 – Planned Mail 100%
ITT
PRICING
40%
Pricing Schedule
Statement of Requirements
ITT Questionnaire
60%
Framework & Account
Management Delivery
Cost Management Technical
Corporate Social
ResponsibilitySecurity
Evaluation Weighting..
Statement of Requirements & ITT Questionnaire (Lot 1- 65%, Lot 2- 60% Planned Mail)
1. Across both lots there are general ‘Mandatory’ requirements;
2. Within each lot there are specific to the lot ‘Mandatory’ requirements;
3. Suppliers are asked to confirm acceptance of the ‘Mandatory’ Requirements;
4. Under each section there are a number of statements that are minimum requirements;
5. For Hybrid Mail, part of the evaluation will be undertaken on ‘usability’;
6. Each question has an overall weighting applied and a word count;
7. Tender Evaluation Panel consisting of representatives across the Scottish Public Sector has been established;
Quality Evaluation..
Lot 1 – Ad-hoc and Hybrid Mail Pricing accounts for 35%
Two pricing schedules for this lot:
Pricing Schedule 1 – Ad-hoc Mail Collection and Delivery; This section of the pricing schedule will list the Postal Services currently being purchased by those Scottish Public Sector organisations accessing the current agreement and based upon the current contract volumes for period January – December 2010.
Evaluation of Pricing Schedule 1 will be undertaken on the total service price based on current contract volumes for period January – December 2010
Pricing Schedule 2 – Desktop Hybrid Mail;
Evaluation of pricing schedule 2 will be undertaken on the total service price based on a number of realistic scenarios that will be provided within the ‘Instructions to Tenderers’.
Cost Evaluation..
Lot 2 – Planned Mail (40%)
There will be one pricing schedule for this lot:
Evaluation of Pricing Schedule for Planned Mail will be undertaken on the total service price based on a number of realistic scenarios that will provided within the ‘Instructions to Tenderers’.
Cost Evaluation Continued..
Management Information and Scenarios
Management information for period January – December 2010 will be provided, this will include a breakdown of current contract services and volumes utilised in this period.
The scenarios which will be utilised in the evaluation of Hybrid Mail and Planned Mail will also be provided for information.
Cost Evaluation Continued..
Principle of Scoring Methodology
For the Statement of Requirements ITT Questionnaire, the tenderer scoring the highest mark will be awarded the maximum overall % score e.g. 65%. Other tenderers will be scored down proportionally.
Pricing will work in the reverse – i.e. the lowest price will get the full percentage, and all other tenderers will be scored down proportionally.
General
Accessing Tender Documentation..
Suppliers are required to request access to the tender documentation following the contract notice publication.
Suppliers wishing to access the ITT and related tender documentation should e-mail [email protected] or call Lynn McCann 0141 242 5837.
Completed tenders must be saved and submitted through Tender Submission Postbox facility on the Public Contracts Scotland website.
Further details of this facility are available at http://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. The postbox closes precisely at the time stated.
If you are unable to submit a tender using this system you are requested to advise the contact detailed in the Invitation to Tender letter, no later than 7 days prior to Tender submission deadline.
= Framework award: 29th November
Timeline..
= ITT submission deadline: 7-14thth September
= ITT issue date: 7-14th July
Feb 12
Mar 12
Framework Implementation Preparation
Jun 11 Jul 11 Aug 11 Sep 11
Oct 11 Nov 11
Dec 11
Jan 12 Apr 12
PIN
Tender
Selection and Award
Framework Commencement
Complete
ITT
EvaluateITT
Contract Award
Framework Management
= Framework commencement: 1st March
Contract notice will be published on Public Contracts Scotland. It is anticipated to
be published between the 7th and 14th July 2011:
www.publiccontractsscotland.gov.uk
Contract award will be between 13th and 21st December 2011
Contract commencement 1st March 2012
Where suppliers are intending to forge partnerships or consortia, it is strongly
advised to develop these as soon as is viable.
Next Steps..
Suppliers in attendance today..
Breeze Limited
Document Outsourcing
Royal Mail FST Technologies
Neopost BenAir A/S
DX Group The Mailing House
UK Mail TNT Post Pinpoint Direct Mail
Secured Mail PM Solutions Boyd and Noble BSS
Pitney Bowes UK
Communisis GI Solutions First Scottish Journeycall.com Atlas
Questions & Answers
Close