NHDC 202209-04 Shared Waste Garden Waste Permit Provision

Concepts

• letchworth garden city
• north herts councils garden
• printing and delivery
• permit sticker
• waste garden waste permit provision
• waste service
• letters
• data management
• secure system
• storing of the address details

Location

North and East Hertfordshire

Description

The Council is seeking tenders from suitably qualified and experienced potential contractors to provide the design, supply, print, postage and data management of its garden waste service permits for East and North Herts Shared waste service. The contract will be over a period of 3 years and is estimated to be in the region of £300,000 exclusive of VAT. The service required by the Council broadly comprises:-The design, print and postage of East and North Herts Councils garden waste permits. As well as the permit sticker, we will require residents to be provided with a copy of their terms and conditions and a welcome letter. There is also a requirement for data management and the ability for the client to be able to generate reports on stickers issued and to also identify when a sticker is to be received or was posted. The Council welcomes Fair Trade options.

Total Quantity or Scope

The Council welcomes Fair Trade options.The service process must include as mandatory requirements: (for each authority)1. The ability to load subscribers details via excel spread sheet or API link for the provision of the permit, this should be a secure system to ensure privacy 2. Storing of the address details and the number of stickers requested in a system that can be used to "search" for issued stickers and prevent duplication.3. The Supplier to provide and print the stickers, with an optional welcome letter and operational terms and conditions decided each year in advance.4. The Supplier to deliver the sticker and additional correspondence to residents (in an agreed marked envelope)5. The sticker and correspondence to be delivered within a maximum of 10 calendar days (including non-working days)6. Provision of a new design for each authorities subscription year, to ensure that stickers can be differentiated between subscription years. 7. System in place to prevent the duplication of stickers to reduce errors.The Supplier is to print the stickers and post them out to the residents. Provide a cloud/web based tracking systems, that the Council is able to access, is required to enable the process to be monitored. The tracking system should contain all information about orders including:• Status of the order• The ability for the councils to order replacement sticker packs (if sticker is reported as not received or damaged)• The ability to produce management reports and relevant performance data about who has received a sticker and when• Unlimited log-ins provided with user training and telephone support for the council to use the cloud/web based tracking systemIn order to meet the councils sustainability agenda we would expect that paper is either made from recycled sources or Forest Stewardship certified sources and non-bleached. The pack to be received by resident within 10 calendar days of their order being placed.

Award Detail

Renewal Options

The following additional options have been defined. Details of these can also be found in the pricing document and will not be scored.• Additional posted standardised letter (double sided – black ink only) to customers per 1,000• Email to customers per 1,000• The annual design of the sticker and associated proofs until a final version is signed off. • Cost for API link to be provided for automated loading (this may not be taken up at the commencement of the contract)• Additional letters (by post) per 1,000, this would be for a doubled sided print of A4 black in only and include postage and envelope. • Cost of a 2-page T&Cs document

Award Criteria

CPV Codes

• 79823000 - Printing and delivery services
• 64112000 - Postal services related to letters
• 79800000 - Printing and related services
• 79824000 - Printing and distribution services
• 48311100 - Document management system

Indicators

• Options are available.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. **