CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Provision of print and mailing for Recycling Collection Calendars 2023

2.2

Description of the goods or services required

Conwy County Borough Council wishes to seek a Contractor (Supplier) who will produce artwork from existing design files, print, and direct mail recycling and refuse calendars to households throughout Conwy.

The overall number of calendars is anticipated to be around 58,134.

Figures can be seen on pages 3 & 4 of the specification; figures are subject to minor change.

Please refer to the tender documents for full details of the contract requirements.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=132783.

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.sell2wales.gov.wales/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.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Conwy County Borough Council (CCBC) is located in North Wales, is 1,130 square kilometres in size and has a population of approximately 116,000 people.

We distribute calendars to all households in the County on an annual basis. There are 60 versions of the calendar and two designs depending on whether the property is a single dwelling or a made up of several households.

As residents use this calendar throughout the year to know when their waste and recycling collections happen, it is vitally important that the correct calendar is issued.

1. Service Requirements

Conwy County Borough Council will supply the data and the template artwork for the calendars.

We will supply a document that details which calendar corresponds with a specific postal address.

The supplier will be required to match the supplied data to the correct template and print the address details and ticks on the appropriate dates on the calendar. Address and calendar reference will be supplied along with collection dates for each calendar type.

We must ensure that every household receives the correct collection calendar.

For each calendar type, we require specific quantities for delivery/direct mailing (see 3. Direct Mailing for more information)

The calendars will need to be printed and finished to the following specifications:

a. Collection Calendar – 40 types

Dimensions: A5 4 page bilingual

Materials: 140gsm, 100% recycled silk coated paper

Printing: Full-colour and double-sided

Finishing: Trimmed and folded to A5 leaflet. Hold and mailing

Note: There are 40 types of this calendar. Each calendar corresponds with a unique collection schedule

b. Collection Calendar HMO – 20 Types

Dimensions: A5 6 page bilingual

Materials: 140gsm, 100% recycled silk coated paper

Printing: Full-colour and double-sided

Finishing: Trimmed and folded to A5 leaflet. Hold and mailing

Note: There are 20 types of this calendar. Each calendar corresponds with a unique collection schedule.

2. Printing envelopes and packaging the leaflets

The calendar will need to be packaged in a window envelope.

We ask that the supplier sources and supplies the envelope for printing (qty. 58,134). We require one line of text and a black/white image of a refuse bin and recycling containers (artwork supplied) printed on the envelopes. Please see attached specification for further detail.

3. Direct Mailing and Distribution

The supplier will need to sort the mail to maximise postage discounts. Please note: the calendars are classified as business mail and not advertising mail.

The supplier if possible will use Royal Mail’s digital stamp to improve opening and recall rates.

Total quantity for delivery: 58,134.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Please see tender pack for full details

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/RecyclingCalendars2023

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

We require the Supplier to detail their consequential loss policy.

The Supplier is responsible for ensuring that each property receives the correct calendar by the deadline stated.

In case of an issue with mismatching data or incorrect or untimely delivery, the Supplier is responsible for rectifying this and the associated costs of doing so.

(WA Ref:132783)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice