--- title: "Supply of Multi-functional Device Printers & Hybrid Mail Services" ocid: "ocds-h6vhtk-04afbf" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04afbf" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04afbf.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04afbf.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "VALE OF GLAMORGAN COUNCIL" published: "2024-10-21" --- # Supply of Multi-functional Device Printers & Hybrid Mail Services Buyer: VALE OF GLAMORGAN COUNCIL Current stage: Tender OCID: ocds-h6vhtk-04afbf [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04afbf) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-04afbf.json) ## Summary The Vale of Glamorgan Council, a regional authority in Southeast Wales, is seeking bids for the supply of multi-functional device printers and hybrid mail services under the procurement title "Supply of Multi-functional Device Printers & Hybrid Mail Services". This tender is currently in the active stage with an open procurement method, and interested suppliers are required to submit their bids by 12:00 GMT on 18 November 2024. The contract, which will be valid for 1080 days with potential renewals of up to two additional years, focuses on improving the Council's efficiency in printing, scanning, copying, faxing, and handling outbound mail. The procurement covers services classified under industries such as electronic mail services and office machinery and equipment, specifically tailored to enhance administrative functions and digital service provision within the Council's key office and satellite sites in the region defined as UKL22. This tender presents significant opportunities for businesses specialising in managed print services and hybrid mail solutions. Companies capable of providing comprehensive multi-functional device solutions or secure and efficient hybrid mail services will find this procurement particularly rewarding. The emphasis on quality, social value, and price offers an equal playing field for businesses prioritising excellence in service delivery and cost-effectiveness. The contract’s potential for renewal and the multifaceted requirements spanning various council departments such as Housing and Council Tax make it ideal for businesses aiming to establish or expand their footprint in the public sector. This tender is suitable for consortia, enabling collaborative efforts to deliver a high standard of service tailored to the Council's needs. ## Notice Supply of Multi-functional Device Printers & Hybrid Mail Services ### Lot Information Provision of a Multifunction Device (MFD) and Printer Solution The purpose of this tender is to procure a managed print service consisting of multi-functional device (MFD) printers that seeks to enhance the efficiency and effectiveness of the Vale of Glamorgan council's printing, scanning, copying, and faxing operations at its key office and satellite sites. The Vale of Glamorgan Council is a unitary in Southeast Wales that provides services for over 130,000 residents. Since 2013, the authority has consistently been the top performing local authority in Wales. As a County Council, we provide a wide variety of multitude of services, ranging from education to environmental protection, council tax, business rates, housing benefit housing and birth registration, to planning and highways maintenance. The procurement of an effectively managed print and scanning service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment. Renewal: +1 year, +1 year Provision of a Hybrid Mail Solution. The purpose of this tender is to procure a hybrid mail solution that enables a safe, secure and cost -efficient method of handling the Vale of Glamorgan Council's outbound mail requirements. The preferred supplier should be able to offer an online solution for the following high-level requirements: Production of Hybrid Mail, including the printing, packing and dispatch of daily letters which could include variable or fixed data inserts. The printing and sending of simple single letters, ranging from one-off ad-hoc letters to mail-merge generated letter campaigns. Solution needs to be suitable for sending a variety of mail types - from a single letter to bulk mail-merge activity generated from Council systems e.g. Housing Rents, Electoral Registration. A managed hybrid mail service for council departments with complex requirements such as Housing, Council tax and Benefits, to include document matching of daily letters and end of year billing. Production of mail includes all documents generated from our Council Tax, NNDR (Business Rates) and Housing Benefits systems, including our annual billing runs. Letters are required to be matched to individual customer accounts for the purpose of reducing the amount of individual letters sent to customers. The procurement of an effectively hybrid mail service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment. Renewal: +1 year, +1 year ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/033993-2024 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 21 Oct 2024 | | Submission deadline | 18 Nov 2024 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | VALE OF GLAMORGAN COUNCIL | | Locality | BARRY | | Post town | Cardiff | | Postcode | CF63 4RU | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL5 South East Wales | | ITL 3 | TLL52 Cardiff and Vale of Glamorgan | | Local authority | Vale of Glamorgan | | Electoral ward | Castleland | | Westminster constituency | Vale of Glamorgan | | Delivery location | TLL22 Cardiff and Vale of Glamorgan | ## CPV Codes ### Divisions - 30 - Office and computing machinery, equipment and supplies except furniture and software packages - 48 - Software package and information systems - 64 - Postal and telecommunications services ### Codes - 30100000 - Office machinery, equipment and supplies except computers, printers and furniture - 30123000 - Office and business machines - 30133000 - Mailing equipment - 48219700 - Communications server software package - 48223000 - Electronic mail software package - 48824000 - Printer servers - 64216120 - Electronic mail services ## Release History - 21 Oct 2024 at 14:51 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/033993-2024 ## Notice URLs - http://www.valeofglamorgan.gov.uk - https://supplierlive.proactisp2p.com/Account/Login - https://www.proactisplaza.com/BuyerPortal/?locatorId=4v7ye2xu6a621q4j7dd850xng1& - https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=145436 - https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0275 ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04afbf. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04afbf.json.