Summary

OCID:: ocds-kuma6s-143165
Published by:: Vale of Glamorgan Council
Authority ID:: AA0275
Publication date:: 19 July 2024
Deadline date:: -
Notice type:: 01 Prior Information Notice (PIN)
Has documents:: Yes
Has SPD:: No
Has Carbon Reduction Plan:: Yes

Abstract

This contract is for the maintenance, servicing and supply/leasing of multi-functional device printers and provision of hybrid mail services to the Council CPV: 30123000, 30100000, 48824000, 30133000, 30000000, 48219700, 48223000.

Full notice text

Prior information notice

This notice is for prior information only

Section I: Contracting authority

I.1) Name and addresses

Vale of Glamorgan Council

Civic Offices, Holton Road

BARRY

CF63 4RU

Telephone: +44 1446700111

E-mail: digital@valeofglamorgan.gov.uk

NUTS: UKL22

Internet address(es)

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

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0275

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

Additional information can be obtained from the abovementioned address

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Supply of Multi-functional Device Printers & Hybrid Mail Services

II.1.2) Main CPV code

30123000

II.1.3) Type of contract

Supplies

II.1.4) Short description

This contract is for the maintenance, servicing and supply/leasing of multi-functional device printers and provision of hybrid mail services to the Council

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

30100000

48824000

30133000

30000000

48219700

48223000

II.2.3) Place of performance

NUTS code:

UKL22

II.2.4) Description of the procurement

The Vale of Glamorgan Council is seeking expressions of interest from qualified suppliers for the provision of Multifunction Devices (MFDs) and a Hybrid Mail Solution. This notice serves as a Prior Information Notice (PIN) to inform potential suppliers of the forthcoming procurement opportunity and to invite preliminary market consultations.

The Council requires a comprehensive solution that includes:

Supply, Installation, and Maintenance of Multifunction Devices (MFDs):

Devices capable of printing, copying, scanning to cloud.

Integration with the Council’s existing IT infrastructure.

Secure printing and document management features.

Energy-efficient models with minimal environmental impact.

Effective reporting technology to help identify cost effective printing and digital communication.

Scalable solution based on future requirements to adjust physical office locations.

Hybrid Mail Solution:

Software and services for processing and sending mail electronically and physically.

Secure and compliant with data protection regulations.

Cost-effective and efficient for both low and high-volume mail.

Integration with existing Council systems including Capita Academy and Oracle Fusion

The procurement seeks to assist with the following key objectives:

Improve operational efficiency

Reduce costs associated with document handling and mailing.

Enhance security and compliance with data protection standards.

Support sustainability goals through energy-efficient and environmentally friendly solutions.

The Council is conducting a preliminary market consultation to gather information on the available solutions and to understand the capabilities of potential suppliers. Interested parties are invited to participate in this consultation by providing detailed information on their products and services.

Suppliers who wish to express their interest and participate in the market consultation should provide the following information:

Company name and contact details.

Overview of relevant products and services.

Experience and references from similar projects.

Indicative pricing models.

Any additional information that demonstrates the supplier's capability to meet the Council’s requirements.

II.3) Estimated date of publication of contract notice:

01/08/2024

Section IV: Procedure

IV.1) Description

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

The procurement is covered by the Government Procurement Agreement: Yes

Section VI: Complementary information

VI.3) Additional information

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=143165.

(WA Ref:143165)

VI.5) Date of dispatch of this notice

19/07/2024

Coding

Commodity categories

ID	Title	Parent category
48219700	Communications server software package	Miscellaneous networking software package
48223000	Electronic mail software package	Internet and intranet software package
30133000	Mailing equipment	Post-office equipment
30123000	Office and business machines	Photocopying and offset printing equipment
30000000	Office and computing machinery, equipment and supplies except furniture and software packages	Computer and Related Services
30100000	Office machinery, equipment and supplies except computers, printers and furniture	Office and computing machinery, equipment and supplies except furniture and software packages
48824000	Printer servers	Servers

Delivery locations

ID	Description
1022	Cardiff and Vale of Glamorgan

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID	Description
There are no alert restrictions for this notice.

About the buyer

Main contact:: digital@valeofglamorgan.gov.uk
Admin contact:: N/a
Technical contact:: N/a
Other contact:: N/a

Further information

Date	Details
26/07/2024 15:01	Clarification Good Afternoon, For clarification the Council intends to re-commission both contracts and will look at all options during the proposed tender process including the benefits of aggregating both requirements. Kind Regards, Procurement Team

Additional Documents

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

Current documents

pdf

PIN Notice - Supply of MFD Printers and Hybrid Mail Services to the Vale of Glamorgan Council.pdf

pdf125.10 KB

This file may not be accessible.

Replaced documents

There are no previous versions of these documents.