INVITATION TO SUBMIT A PROPOSALFOR THE PROVISION OF GENERAL PRINTING AND DISPATCH SERVICES and/or PAYROLL PRINTINGAND DISPATCH SERVICES ON BEHALF OF THE LONDON PENSIONS FUND AUTHORITY (LPFA)
CONTENTS
SCHEDULE 1
1.1DEFINITION OF TERMS
SCHEDULE 2 - SPECIFIC TENDER REQUIREMENTS
2.1INTRODUCTION
2.2LPFA OVERVIEW
2.3GENERAL
2.4OVERVIEW OF REQUIREMENT
2.5METHOD OF RESPONSE
2.6TENDER PROCESS
SCHEDULE 3a – TENDER 1. GENERAL PRINTING AND DISPATCH SERVICES
3a.1 GENERAL PRINTING AND DISPATCH SERVICES
3a.2REQUEST FOR INFORMATION
SCHEDULE 3b – TENDER 2. PAYROLL PRINTING AND DISPATCH SERVICES
3b.1 PAYROLL PRINTING AND DISPATCH SERVICES
3b.2REQUEST FOR INFORMATION
SCHEDULE 4 - GENERAL TENDER REQUIREMENTS
4.1 RESOURCE MANAGEMENT
4.2DEFAULTS BY CONTRACTOR
4.3TERMINATION OF CONTRACT
4.4RACIAL AND SEXUAL DISCRIMINATION
4.5ENVIRONMENTAL POLICY
4.6INDUCEMENTS TO PURCHASE
4.7DATA PROTECTION
4.8PAYMENT TERMS AND CONDITIONS
4.9QUALITY STANDARDS
4.10REFERENCES
4.11CONFIDENTIALITY
4.12VALIDITY
4.13QUERIES
4.14PREPARATION OF BID
4.15PRESENTATION OF BID
4.16CLOSING DATE
SCHEDULE 5
5.1TENDER FORM FOR GENERAL PRINTING AND DISPATCH SERVICES
5.2TENDER FORM FOR PAYROLL PRINTING AND DISPATCH SERVICES
APPENDIX 1
QUESTIONNAIRE
SCHEDULE 1
1.1DEFINITION OF TERMS
Please read this document carefully to identify essential requirements. In particular, please note that the words "shall" and "must" imply mandatory requirements.
In this Invitation to Tender ('ITT') terms the following expressions shall have the following meanings when the context so admits: -
"Customer”means the London Pensions Fund Authority (LPFA) whose office is Dexter House, 2 Royal Mint Court, London EC3N 4LP
"Tender"means each offer to supply aGeneral Printing and DispatchService and/or Payroll Printing and Dispatch Service in accordance with the Invitation to Tender Terms on the Tender Form.
"Tenderer"means a person or body corporate who submits a Tender.
"Tender Date"means the date by which Tenderers must submit their Tenders and in this instance are17.00 on the 3 January 2014
"Notification Date”means the date upon which LPFA shall dispatch notice to the successful Tenderer(s) of the acceptance of its Tender such date not being less than 4 weeks after the Tender Date.
"Contract Conditions" The terms and conditions under which theGeneral Printing and Dispatch Service and/or Payroll Printing and Dispatch Service will be supplied and any additional services carried out.
“Contractor” The Tenderer to whom the contract is awarded
SCHEDULE 2 - Specific Tender Requirements
2.1 INTRODUCTION
The LPFA is seeking a service partner to undertake the provision of both aGeneral Printing and Dispatch Serviceand a Payroll Printing and Dispatch Service. LPFA’s terms and conditions will be supplied to those tenderers shortlisted and we expect the successful Contractor to abide by these*.
*Please note these are two separate contracts but some tenderers may wish to bid for both.
2.2LPFA OVERVIEW
The LPFA, a member of the GLA 'family', administers local government pensions for the previous GLC/LRB and a number of London local authorities and other statutory bodies. More information can be found on our website
2.3GENERAL
All Tenderers should take careful note of the following requirement, as ignorance of it will not mitigate any exclusion imposed.
Any attempt on the part of a Tenderer to contact LPFA directly to discuss this tender or issues raised by this tender may result in that Tenderer being excluded immediately from the tender process. Tenderers that are currently suppliers to the LPFA may continue to communicate with the LPFA but should not use their relationship to discuss this tender. However any points of clarification can be directed to
2.4 OVERVIEW OF REQUIREMENT
LPFA is seeking a service provider for both general printing and/or payroll printing. This document outlines the specification for each service along with an approximation of the volumes required. As well as responding to the requests for information and the pricing schedule LPFA would welcome any innovation that you may think would enhance the service provided. This might be in the area of service delivery to the LPFA members, data security, environmental initiatives or cost reduction.
LPFA will review tenders based on a combination of price and service delivery.
2.5METHOD OF RESPONSE
The Tenderer may submit a bid for the General Printing and Dispatch Service and/or for the Payroll Printing and Dispatch Service.
The Tenderer must answer all questions in Schedule 3 (Schedule 3a and/or 3b) and in Schedule 4
The Tenderer must complete the Tender Form 5.1 and/or Tender Form 5.2 with their prices as described in Schedule 3a.1 and/or 3b.1
Tenderers are also required to submit a response to the requests for information outlined under 3a.1 and/ or 3a.2.
2.6TENDER PROCESS
Tenderers must acknowledge receipt of the tender and their intention to submit a bid for the General Printing and Dispatch Service and/or Payroll Printing and Dispatch Service upon receiving it by email to
Tenderers will be advised within four weeks of submitting their proposals as to whether or not they have been selected for short listing. It is anticipated that the new contracts will commence from 1st April 2014.
The general printing contract will be for a duration of two years
The payroll printing contract will be for three years with a two year extension.
2.7 EQUALITIES AND DIVERSITY
The LPFA values the diverse nature of its staff and of those who use it services. It ensures that this is reflected in all its policies, practices, contracts and services.
The LPFA aims, in relation to its contracts and procurement processes, to seek to only do business with contractors and partners who comply with all their statutory responsibilities with regard to equalities, and can demonstrate that they are actively seeking to address equality of opportunity issues in their own workforce through their approach to recruitment, training and promotion.
In addition, all parties contracting with LPFA should be willing to provide, annually, detailed workforce statistics relating to ethnicity, age, gender and disability of employees. This is to ensure that contractors are not merely paying lip service to equality of opportunity but in fact are reflecting their commitment in their human resources practices.
You will be contacted annually for this monitoring information and, should LPFAnotice a significant abnormality or inequality, a suitable explanation will be sought.
2.8RIGHT TO WITHDRAW THE TENDER
LPFA maintains the right to terminate or withdraw from this process at any point.
SCHEDULE 3a - General Printing and Dispatch Service
3a.1REQUIREMENT
The LPFA requires printing and dispatch services which are described more specifically below.
In the interests of consistency you are requested to provide bids for the various jobs detailed at in the Tender Form only.
The majority of the LPFA’s general printing and dispatch requirements are shown below.
The LPFA will offer a two year contract to the successful bidder.
PLEASE NOTE THAT FOR THE INVITATION TO TENDER RESPONSE PLEASE SEE THE TENDER FORM 5.1
- Annual Benefit Statements (ABS)
These are produced for members (Active and Deferred) for LPFA fund and for a number of external agencies.
Over the next two years there is an appetite to push for online ABS for Active members.
Requirements for print and dispatch:
Approx. 170,000 copies over two years
4pp, A5 folded, colour, 120 gsm, merged with data file provided.
Print white C5 windowed envelopes with LPFA return address and PPI.
Insert each statement into C5 envelope.
Postage
There will be 1 x stationery file for Active members and 1 x stationery file for Deferred members. Different agencies have differing times for distribution.
Requirements for digital pdf:
Approx. 75,000 copies over two years
Merge data files provided with stationery file.
Convert print file to 2pp, A4 colour pdf.
Reduce individual file size (kb) suitable for on screen viewing.
Produce index file.
- Annual Report
A Summary Annual Report is produced in July each year and is printed and distributed to Pensioner members.
Requirements for print and dispatch:
Approx. 35,000 copies each year
12pp, A5 folded and saddle stitched, colour, 120 gsm.
Insert into C5 white non windowed envelopes.
Envelope overprinted with name/address, LPFA return address and PPI.
Postage
- Newsletters
Newsletters are produced for LPFA fund and for a number of external agencies. Differing agencies have differing times for distribution.
Requirements for print and dispatch for agencies:
Approx. 45,000 copies each year
12pp, A5 folded and saddled stitched, colour, 120gsm
Insert into C5 white non windowed envelopes
Envelope overprinted with name/ address, LPFA return address and PPI
Postage
We are currently investigating the options of either producing a LPFA pensioner’s newsletter or a double sided A4 letter.
Requirements for print and dispatch of newsletter for LPFA:
Approx. 35,000 copies per year
12pp, A5 folded and saddled stitched, colour, 120gsm
Insert into C5 white non windowed envelopes
Envelope overprinted with name/ address, LPFA return address and PPI
Postage
Requirements for print and dispatch of letter for LPFA:
Approx. 35,000 copies per year
2pp, A4, colour, letter headed, merged with data file provided
Print white DL windowed envelopes with LPFA return address and PPI
Insert each letter into DL envelope
Postage
- Scheme Guides
The LPFA arranges the printing of various scheme guides. These guides vary in size. Annual production is to be 7,300 and these are mailed in bulk (e.g. batches of 100) to our offices in London and Hertfordshire. These guides are amended and reprinted each year. Guides are held in stock with delivery within 48 hours.
Requirements for print, hold and dispatch:
Approx. 7,300 copies per year
24pp, A5 folded and saddled stitched, colour, 120gsm
Guides packed into boxes
Cost to hold per year
Delivery to London within 48 hours
- Stationery
LPFA currently uses 10 different types of letter headed paper however there will be a move to a generic letter head with overprinting agency logos in house.
Requirements for print, hold and dispatch:
Generic x 200,000 copies total per year
A4, colour letter headed paper
Cost to hold per year
Delivery to London within 48 hours
3a.2REQUESTS FOR INFORMATION
Tenders should indicate how customer owned stocks are managed and what provisions they have in place for on-line monitoring and ordering.
Tenderers should describe how their account managers operate and how this would apply to the LPFA. Details of any work flow systems should be included.
Tenderers should submit their bids on the Tender Form on 5.1
SUB CONTRACT.
If you intend to subcontract any part of the proposed service you must state this in your response. At this stage it is not necessary to disclose which subcontractor(s) you intend to use. If successful in your bid you will be required to submit to the Customer full details of the subcontractor(s) you intend to use for approval, which shall not be unreasonably withheld. If the Customer grants such approval you must then submit the full details of the operatives to be used by the subcontractor for the Customer’s records.
POSTAGE.
Tenderers are expected to “hold on account” all postage costs incurred by the supplier on behalf of the LPFA for a minimum period (typically 7 days). You are required to indicate your acceptance of this in your response. All postage charges must be invoiced separately and LPFA’s preferred method of postage is use of DSA mail.
PRINT PROCESS CONTROL.
Tenderers should explain in modest technical terms how print runs, particularly transactional, are controlled and synchronization between various data is maintained. Also you should indicate what post print checks are carried out to ensure accuracy.
VARIATIONS.
It is possible that the LPFA may increase print volumes during the year due to organic growth. Please confirm that providing standard formats are maintained there will be no increase in unit costs.
DATA SECURITY.
Tenders should state their method of transmitting and receiving personal data and data files. SFTP is the preferred method but tenders may submit alternatives for consideration. Tenderers should also cover their data destruction procedures and confirm they would be willing to sign an Exchange Agreement with LPFA.
QUALITY STANDARDS.
Tenderers should state the quality standards held. These should include ISO 27001, as well as ISO 9001/14001. The status of these standards should also be given.
DISASTER RECOVERY.
Tenderers must explain their Disaster recovery and server back-ups procedures.
SCHEDULE 3b–Payroll Printing and Dispatch Service
3b.1REQUIREMENT
The LPFA requires Payroll Printing and Dispatch Service that are described more specifically below. Samples are included for ease of bidding.
The LPFA’s pensioners receive pay-slips as follows:
PAYSLIPS / Agency 1 / Agency 2 / Agency 3LPFA / LFEPA / WCC / HERTS
APRIL / 39000 / 8000 / 5500 / 24000
MAY / 39000 / 8000 / 5500 / 24000
JUNE
*Dependent on budget tax allowance changes. / 1600 / 400 / 300 / 1200
JULY / 1600 / 400 / 300 / 1200
AUGUST / 1600 / 400 / 300 / 1200
SEPTEMBER / 1600 / 400 / 300 / 1200
OCTOBER / 1600 / 400 / 300 / 1200
NOVEMBER / 1600 / 400 / 300 / 1200
DECEMBER / 1600 / 400 / 300 / 1200
JANUARY / 1600 / 400 / 300 / 1200
FEBRUARY / 1600 / 400 / 300 / 1200
MARCH / 1600 / 400 / 300 / 24000
P60
APRIL / 40000 / 8500 / 6000 / 26000
Payroll data will be sent electronically to the supplier for each agency at the appropriate time. The supplier must be able to process that data, print the payslips and dispatch them in line with the agreed service level agreement. The supplier must capture an image of each payslip/P60 and make all images available to the Authority on completion of the print run. This can be by media or (preferably) a secure web based repository.
Suppliers should describe their current method and future plans in this area.
SPECIFICATION
- Sheet size of the form: 297 x 2010mm Pressure seal form – Z fold equal panel
- Material: 90gsm Bond printed with security hatching on reverse
- Personalisation: Laser simplex in Black
- Fulfilment: Pressure seal to finished size 210 x 99mm. Maximum of 3 day turnaround from Data received, with the exception of April and May when this could extend to a 6 day turnaround.
- Distribution: All quantities over 4,000 in any one mailing to be Mail sort 120 OCR for 2nd class and posted into Royal Mail or other providers directly after fulfilment.
- Payslip Quantity: As per LPFA requirement split by sort and type on an agreed schedule. Approximate annual quantity 300,000.
- Immediate email verification of file content (quantity of records) is required.
- Monthly invoicing must break down the exact number of records per fund as re-charging is a requirement. This applies to mid-month runs as well.
- The provider has to offer an automated mail verification system to guarantee 100% match of data for the recipient.
- Number of print files: 2 per month (48p.a.)
Number of print runs: 3 per month (36p.a.) as Agency 1 Emergency are run with LPFA.
- Within 24 hours of any production, PDF records of every form showing full document image must be back on the secure link to the client.
3b.2 REQUEST FOR INFORMATION
Tenderers should state how they will work with the LPFA to reduce the costs of printing and postage by introducing innovative methods or use of different third party service providers. Examples or case studies of how such service improvements have been made previously should be included in your response.
Tenderers should describe how their account managers operate and how this would apply to the LPFA. Details of any MIS/ERP/CRM or other work flow systems should be included.
Tenderers should indicate what discounts would apply for advance payments of:
- Annual in advance.
- Quarterly in advance.
Tenderers should submit their bids on the Tender Form 5.2
DATA SECURITY.
Tenders should state their method of transmitting and receiving personal data and data files. SFTP is the preferred method but tenders may submit alternatives for consideration. Tenderers should also cover their data destruction procedures and confirm they would be willing to sign an Exchange Agreement with LPFA.
SUB CONTRACT.
If you intend to subcontract any part of the proposed service you must state this in your response. At this stage it is not necessary to disclose which subcontractor(s) you intend to use. If successful in your bid you will be required to submit to the Customer full details of the subcontractor(s) you intend to use for approval, which shall not be unreasonably withheld. If the Customer grants such approval you must then submit the full details of the operatives to be used by the subcontractor for the Customer’s records.
The terms and conditions which apply between the supplier and any sub-contractors must reflect those between the Authority and its chosen supplier.
POSTAGE.
Tenderers are expected to “hold on account” all postage costs incurred by the supplier on behalf of the LPFA for a minimum period (typically 7 days). You are required to indicate your acceptance of this in your response.
QUALITY STANDARDS.
Tenderers should state the quality standards held. These should include ISO 27001, as well as ISO 9001/14001. The status of these standards should also be given.
DISASTER RECOVERY.
Tenderers must explain their Disaster recovery and server back-ups procedures.
PRINT PROCESS CONTROL.
Tenderers should explain in modest technical terms how print runs, particularly transactional, are controlled and synchronization between various data is maintained. Also you should indicate what post print checks are carried out to ensure accuracy.
VARIATIONS.
It is possible that the LPFA may increase print volumes during the year due to organic growth. Please confirm that providing standard formats are maintained there will be no increase in unit costs.
SCHEDULE 4–General Tender Requirements
4.1RESOURCE MANAGEMENT
The Contractor will be responsible for providing the service and managing all resources necessary to deliver the Service to the LPFA. The Tenderer should therefore describe the manner in which it will manage resources to deliver the service.
4.2DEFAULTS BY CONTRACTOR
Without prejudice to any other right or remedy, if the Contractor does not provide the services in accordance with the specification or at the times specified in the contract the LPFA may: