Internal mail & Courier Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05fcf8-2026-03-12T15:18:41Z",
    "date": "2026-03-12T15:18:41Z",
    "ocid": "ocds-h6vhtk-05fcf8",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PDCT-6296-BWNQ",
            "name": "Norfolk Community Health and Care NHS Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PDCT-6296-BWNQ"
            },
            "address": {
                "streetAddress": "Norwich Community Hospital, Bowthorpe Road",
                "locality": "Norwich",
                "postalCode": "NR2 3TU",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH15"
            },
            "contactPoint": {
                "email": "tenders@nchc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.norfolkcommunityhealthandcare.nhs.uk/",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PHQR-1485-BDJQ",
            "name": "Cambridgeshire Community Services NHS Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PHQR-1485-BDJQ"
            },
            "address": {
                "streetAddress": "Unit 7/8 Meadow Lane",
                "locality": "St Ives",
                "postalCode": "PE27 4LG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH12"
            },
            "contactPoint": {
                "email": "tenders@nchc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ],
                "url": "https://www.cambscommunityservices.nhs.uk/"
            }
        },
        {
            "id": "GB-PPON-PYHD-6574-PGTX",
            "name": "Norfolk and Suffolk NHS Foundation Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYHD-6574-PGTX"
            },
            "address": {
                "streetAddress": "Drayton High Road",
                "locality": "Norwich",
                "postalCode": "NR6 5BE",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH15"
            },
            "contactPoint": {
                "email": "tenders@nchc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.nsft.nhs.uk",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PNRQ-9434-BBDP",
            "name": "Cambridgeshire & Peterborough Foundation Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PNRQ-9434-BBDP"
            },
            "address": {
                "streetAddress": "Elizabeth House, Fulbourn Hospital, Cambridge Road",
                "locality": "Cambridge",
                "postalCode": "CB21 5EF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH12"
            },
            "contactPoint": {
                "email": "tenders@nchc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
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                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PGZM-4323-VGQT",
            "name": "North West Anglia NHS Foundation Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PGZM-4323-VGQT"
            },
            "address": {
                "streetAddress": "Bretton Gate",
                "locality": "Peterborough",
                "postalCode": "PE3 9GZ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH11"
            },
            "contactPoint": {
                "email": "tenders@nchc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.nwangliaft.nhs.uk",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PDCT-6296-BWNQ",
        "name": "Norfolk Community Health and Care NHS Trust"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Conduct pre market engagement to determine optimal contract term and industry capability and capacity. Please complete the following form; https://forms.office.com/e/UqYpbtxkfk",
                "dueDate": "2026-01-20T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "086010-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/086010-2025",
                "datePublished": "2025-12-23T17:26:29Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "C408691",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Internal mail & Courier Services",
        "description": "Internal courier services for mail, pathology, equipment and other ad hoc items of both scheduled and unscheduled requirements, across Norfolk, Suffolk and Cambridgeshire. Keeping the courier transport service as a single, non-regional requirement reflects the way the participating Trusts operate across a wide and overlapping geographic footprint. If the service were divided into regional lots, items routinely crossing regional boundaries would require additional handovers between providers, introducing extra cost, delay, and operational risk, as well as duplicating vehicles and mileage. A single service model instead enables suppliers to design efficient, mixed-Trust routes that better reflect real demand, reduce \"empty running\", and optimise fleet utilisation. This approach supports improved value for money for the NHS while also helping to deliver sustainability benefits through fewer journeys and lower emissions, aligning with the NHS ambition to reach net zero carbon by 2040.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "64100000",
                        "description": "Post and courier services"
                    }
                ],
                "relatedLot": "1",
                "deliveryAddresses": [
                    {
                        "region": "UKH1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH12",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ]
            }
        ],
        "value": {
            "amountGross": 15600000,
            "amount": 13000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2029-09-30T23:59:59+01:00",
                    "maxExtentDate": "2031-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 15600000,
                    "amount": 13000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "cost",
                            "name": "Commercial Submission",
                            "description": "60%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Qualitative Submission",
                            "description": "Technical ability is assessed in Stage 1. Qualitative criteria are assessed in Stage 2 and form 40% of the overall score.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "secondStage": {
                    "minimumCandidates": 3,
                    "maximumCandidates": 5
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please see PSQ for full details on legal and financial capacity requirements"
                        },
                        {
                            "type": "technical",
                            "description": "Please see specifications for full details on technical requirements."
                        },
                        {
                            "description": "A maximum of FIVE (5) bidders will advance to stage two. The top three will proceed, with the next highest scoring bidders (four & five), if they score within 5% of bidder three. No more than five bidders will be advancing to stage two. The bidder placed sixth or lower in the rankings will not proceed to stage two whether they are within 5% of the third placed bidder or not.",
                            "forReduction": true
                        }
                    ]
                },
                "renewal": {
                    "description": "Two options to extend for up to 12 months each."
                },
                "hasOptions": true,
                "options": {
                    "description": "Tenderers are invited to submit variant bids alongside their compliant bid, specifically offering a full electric vehicle (EV) fleet solution for delivery of the Services. Variant bids are requested (but not mandatory) and will be evaluated as a separate tender submission to the compliant bid. Where a tenderer submits a variant bid, this will be treated as the submission of two tenders: (1) a compliant bid meeting the Authority's stated requirements, and (2) a variant bid based on a full EV fleet proposal. Either tender may be accepted and awarded by the Authority. Tenderers should note that the same quality submission (method statements and supporting quality information) will be used to evaluate both the compliant and variant bids, with the variant bid assessed on the basis of its proposed fleet model and associated commercial and operational implications."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-01-27T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This is a two stage process; a Competitive Flexible Procedure being run under Light Touch Regime. Stage 1 consists of PSQ with Participation Criteria, followed by Stage 2 for 3 to 5 successful bidders. Contracts will be awarded to a single bidder for services to be delivered to Norfolk Community Health and Care NHS Trust (NCHC-running the process), Cambridgeshire Community Services (CCS) and Norfolk and Suffolk Foundation Trust (NSFT). Cambridgeshire and Peterborough Foundation Trust (CPFT) and North West Anglia NHS Foundation Trust (NWAFT) are named with the option to contract with the winning bidder should they choose."
        },
        "specialRegime": [
            "lightTouch"
        ],
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "Using reference C408691 to view live opportunities https://atamis-1928.my.site.com/s/Welcome Full tender documentation (Stage 1 and Stage 2) can be found in Atamis (Health Family eCommercial System) via a link from this notice. Alternatively you can search for the project using reference C408691. Submissions will only be accepted electronically via this portal and following the specific instructions for each stage, as prompted by the portal. Any supplier can access the documents to determine whether they wish to participate. Full tender dates and requirements are detailed within the tender documentation pack. The Enquiry deadline date above corresponds with the final date for questions to be submitted as part of stage 1 of this process, with stage 1 being due for submission at 15h00 on 17 April 2026.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2026-04-17T15:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2026-03-31T17:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-07-15T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "A-13184",
                "documentType": "biddingDocuments",
                "description": "Letter inviting bidders to take part in this tender process.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-13184",
                "format": "application/pdf"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest"
            },
            {
                "id": "022439-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/022439-2026",
                "datePublished": "2026-03-12T15:18:41Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2031-01-31T23:59:59Z"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "Payment terms comply with standard NHS and public sector legislative requirements. However, each Trust will have additional specific details and processes which include where invoices need to be submitted to, and what information each invoice needs to contain. Each Trust will provide these specifics between contract award and contract signature, however further details can be provided on request."
        },
        "riskDetails": "The Authority considers this requirement to be business-critical to the continuity of services and the safe, secure movement of items. Bidders are therefore advised that the contract carries a number of risks which suppliers must be able to manage and price appropriately. Key risks include: service delivery failure, such as inability to meet required service levels and KPIs (including on-time collection/delivery, tracking/proof of delivery, incident reporting, and prevention of loss, damage, misdelivery or contamination), and any failure to meet required standards for security and confidentiality. Operational and capacity constraints may arise due to fluctuating volumes, peak-period demand spikes, short-notice requests, route changes, staff/vehicle availability, and depot/scheduling capacity, which may impact performance if not effectively resourced. A key risk for this contract at this stage is fuel price volatility and wider operating cost inflation, which may materially affect the supplier's cost base and the sustainability of pricing over the contract term. Bidders should therefore ensure their pricing approach and mobilisation plans reflect this risk. The Authority intends to include contract provisions that allow for contract price amendment in defined circumstances (for example, where evidenced changes in fuel costs meet an agreed threshold and are assessed in line with the contract mechanism), to support service continuity and value for money. The detail of any indexation and/or price adjustment mechanism will be set out in the tender documents and contract terms. In accordance with the Procurement Act 2023 transparency requirements, the Authority highlights the following known and foreseeable risk scenarios which may arise during the contract term and may require adjustment to the service specification and/or contract scope: changes to delivery volumes and frequencies; changes to operating hours; changes to the number and location of sites served and/or the geographical coverage across Norfolk, Suffolk and Cambridgeshire (including additions, removals or consolidations of locations); and changes to tracking, reporting, or specialist handling requirements (including any temperature-controlled movements where applicable). Bidders are also advised that Norfolk Community Health and Care NHS Trust (NCHC) and Cambridgeshire Community Services NHS Trust (CCS) intend to merge into a single NHS Trust, East of England Community Services NHS Trust, on 1 April 2026. At the point of award, a single contract will be awarded to cover the requirements of both current entities, and suppliers should ensure their proposals and mobilisation plans can support this position and any associated organisational or operational change. Bidders are also advised that Norfolk and Suffolk NHS Foundation Trust (NSFT) may include a Suffolk requirement that is currently insourced, which could increase volumes and/or geographic coverage during the contract term. In addition, North West Anglia NHS Foundation Trust (NWAFT) and Cambridgeshire and Peterborough NHS Foundation Trust (CPFT) may or may not place call-off contracts under this arrangement, and therefore demand and scope may vary depending on their participation. As a result, contract values may increase or decrease over the term in line with actual demand levels, service changes, and participating organisations' requirements. The contract is also exposed to external disruption risks, including severe weather, road closures, major incidents, vehicle breakdowns, subcontractor failure, and wider economic or geopolitical impacts on transport operations. Bidders must be able to manage security, information governance and data protection risks, including secure handling of sensitive materials, maintaining chain of custody, and protecting any systems or data used for tracking and service management from cyber or data breaches. The Authority further notes financial and economic stability risks, including the potential impact of supplier financial distress or insolvency on service continuity, and compliance/legal risks arising from changes to relevant legislation and regulatory requirements (for example employment and labour law, TUPE where applicable, transport and road traffic legislation, and environmental requirements such as clean air/emissions zones). Further detail on KPIs, risk controls, and contract management arrangements will be provided in the tender documents."
    },
    "language": "en"
}