Printing of Training Materials

Type of document: Contract Notice
Country: United Kingdom

PRINTING OF TRAINING MATERIALS
Single stage – Any candidate may submit a tender
Contract type: Supply contract
Contracting authority: Chwarae Teg, Procurement Department, Suites 4 & 5, 2nd Floor, Unit 2, Cardiff Road, Melin Corrwg Business Park, Upper Boat, Treforest, Mid Glamorgan, CF37 5BE. Tel: 02920462745. E-mail: tenders@chwaraeteg.com. Web: (Tenders), CF37 5BE.
Object of the contract
Conwy and Denbighshire
South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
Cardiff and Vale of Glamorgan
Overview
The Awarding Authority is inviting companies to tender for the call-off supply of its printing requirements for training materials.
The training materials will consist of training workbooks for use by our clients throughout the duration of the women strand training programmes delivered by Awarding Authority which shall be mainly made up of Agile Nation 2 ILM Level 2 Work Packs.
In addition, the employer programme requires training workbooks.
Scope of Requirements
Awarding Authority require the production of 1800 training workbooks, consisting of 300 pages, which shall contain text, some colour illustrations, and some picture images. The workbooks are used by our clients throughout the duration of the women strand training programmes delivered by Awarding Authority, and are mainly made up of Agile Nation 2 ILM Level 2 Work Packs.
A set of dividers is required for each level 2 pack, which will contain the workbook once the course is completed.
In addition, the employer programme requires 480 training workbooks of 300 pages which shall contain text, some colour illustrations, and some picture images.
Our timeframe for requirements is as follows; September 2018 to June 2020 (There may be a possibility to extend our printing requirements for up to a further six months after June 2020 subject to funding, and in this case, we would issue a contract variation and additional Purchase Orders.
Our ILM documents agreed and are in regular use, however, ILM reserves the right to make amendments with a given notice period of 6-12 months.
Awarding Authority requires this flexibility from the successful supplier.
Level 2 Schedule of Training:
Month Courses in 2018 Courses in 2019/2020
January n/a 22
February n/a n/a
March n/a n/a
April n/a 22
May n/a n/a
June n/a n/a
July n/a n/a
August n/a n/a
September 22 22
October n/a n/a
November n/a n/a
December n/a 22
Totals 22 88
Level 2 Anticipated Attendees:
Month Attendees in 2018 Attendees in 2019/2020 Totals
January n/a 360 360
February n/a n/a 0
March n/a n/a 0
April n/a 360 30
May n/a n/a 0
June n/a n/a 0
July n/a n/a 0
August n/a n/a 0
September 360 360 720
October n/a n/a 0
November n/a n/a 0
December n/a 360 360
Totals 360 1440 1440
Employer Programme Schedule of Training:
Month Courses in 2018 Courses in 2019/2020
January n/a 8
February n/a n/a
March n/a 8
April n/a n/a
May n/a n/a
June n/a 8
July n/a n/a
August n/an/a
September 8 8
October n/a n/a
November n/a n/a
December n/a 8
Totals 8 40
Number of delegates per course = 10
CPV: 22000000, 22100000, 79810000, 79800000
Administrative Information
WA Ref:82953
Reference number attributed to the notice by the contracting authority
AN2023
Time-limit for receipt of completed tenders 1.8.2018 (12:00:00)
For further information/documentation regarding the above contract notice please visit
Other Information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
Total quantity or scope of tender
PRODUCT SPECIFICATION:
Having conducted some market research and scoping exercises, we have identified that due to the short life of the workbooks, there would be no qualitative difference between Offset and Digital printing.
Within your tender proposal, you should make consideration for the best possible cost and flexibility benefit, and demonstrate how you have done this.
Within the delivery of our training programme, due to review and potential legislative changes, there is a potential for change and so it is considered best practice that the full volume of the entire workbooks are not to be printed ahead of requirements.
The Training Folder is anticipated to consist of the following items, however, all elements are subject to change;
1.Workbook Binder One per candidate Issued on Day 1
2.Binder Divider Set One per candidate Issued on Day 1
3.Induction Booklet 58 pages Issued on Day 1
4Day 1 content 22 pages Issued on Day 1
5.Day 2 content 22 pages Issued on Day 2
6.Day 3 content 22 pages Issued on Day 3
7. Day 4 content 26 pages Issued on Day 4
8.Day 5 content 22 pages Issued on Day 5
9.Hints and Tips Handouts – 4 sets, 3 pages each Issued on Day 1 x 1800 learners
10. Certificate Presentation Folder – One per candidate Issued at the end of the programme.
Specification details of required items;
Women’s Programme: (Example files are provided with this ITT document for your information only, as they are currently in redevelopment)
1. Workbook Binder – One per candidate = total 1800
Size A4
White, plain, no print required
Clear Display Pocket on external cover of binder (to allow for insert)
Binder to be 2 ring “D” shape, of sufficient size for required capacity of contents, jaw closing
Quality standard to be similar or in excess of the 5-Star Specification reference: 933070. If excessive quality, there is to be no cost impact to us.
2. Dividers – One set of 10 per candidate = total 1800 sets
10-part A4 dividers, 2-hole punched, are to be provided for each binder
The dividers are to be white, with purple/green ribbon as per our corporate colours
3. Induction Book – 58 pages’ x 1 per candidate = total 1800 x 58 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
4.Day 1 content – 22 pages’ x 1 per candidate = total 1800 x 22 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
5Day 2 content – 22 pages’ x 1 per candidate = total 1800 x 22 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
6.Day 3 content – 22 pages’ x 1 per candidate = total 1800 x 22 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
7. Day 4 content – 26 pages’ x 1 per candidate = total 1800 x 26 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
8. Day 5 content – 22pages’ x 1 per candidate = total 1800 x 22 pages
A4 double sided print, 2-hole punched
Details as per PDF provided with Invitation to Tender
9. Hints and Tips Handouts – 4 sets, 3 pages each – 1 per candidate = 1800 x 3 pages
10. Certificate Presentation Folder – 1 per candidate = 1800
Specification: A4 Interlocking folder, 120gsm, with pre-cut window and Awarding Authority logo
Employer Programme: (Example files of the Women’s Programme are provided with this ITT document for your information only as they are currently in re-development)
8 types of workbooks (not yet finalised)
Average number of pages per workbook = 30
Working titles:
-Inclusive employers
-Becoming a Family Friendly Employer
-Effective Learning & Development
-Best Practice Recruitment & Selection
-Effective workplace communication
-Performance Management
-TBC 1
-TBC 2
Please Note: Awarding Authority brand colours are currently as below, but will be subject to change, either before or during the term of the contract.
PURPLE = C 48 M 92 Y 0 K 0, R 153 G 49 B 137, #993189
GREEN = C 73 M 7 Y 100 K0, R 76 G 164 B 47, #4CA425
All colours where specified by Pantone/colour chart are to be maintained.
Full PDF files will be provided.
Proofs and mock ups are required for approval prior to commencement of any print or collation work.
As the training programme is delivered over 5 days during a 10-week period (with bi-weekly sessions), and in consideration of the number of workbooks that the trainer will need to transport to each session, it is deemed feasible to consider that the paper stock should be no greater than 70gsm.
The paper quality should remain fit for purpose for the duration of the training programme, and completion of the workbook.
If you consider it possible to provide this requirement on a different paper gauge, please provide your cost options within your tender submission.
In terms of collation of the workbook, we would require the relevant sections (as advised above) to be collated in single packs. We require the most cost effective method for this.
Within your tender submission, you are required to complete the Pricing Grid provided, and provide any supplementary, alternative and/or additional pricing information within the pricing grid.
Please also use the pricing grid to provide your proposed costs for storage and/or distribution as required.
3 Conditions for Participation
3.1
Minimum standards and qualification required
TENDER SUBMISSIONS:
When submitting your proposal for this tender, please ensure that the following criteria is adhered to;
-Please use the pricing grid provided to present your costs (Appendix 4)
The tender will have a maximum value of £35,000 (inclusive of VAT*)
Price and any other financial data must be stated in Pounds Sterling
Quotations should be inclusive of expenses
Please provide costs inclusive of VAT*, and please state where VAT is applicable
Please Note: In consideration of VAT exemption on printed materials, where possible, we would like to separate out the printing into;
a) Reading Materials (i.e.: VAT exempt)
b) Activity Materials, used for making notes (i.e.: subject to VAT*)
-*Please note that as a charitable organisation we are not able to claim VAT on our costs, therefore, please quote all costs including VAT, as this is the cost to the organisation.
Any interested parties must confirm their ability to meet our critical start date of week commencing 27th of August 2018, in order for us to receive initial printed material stocks during week commencing 3rd September 2018.
We shall require a printed sample to be submitted along with the tender proposal, in order to review during the evaluation process.
When applying for this tender, please ensure that you provide the following information;
-Confirmation and demonstration of readiness to adhere with GDPR
-Any applicable accreditations
-Disaster recovery and business continuity information
-Company Environmental Policy or the Companies’ documented environmental efforts
-Quality Assurance information
-UK wide coverage information
-Outline and examples of experience regards working with businesses to fulfil similar contracts
-References from businesses you have recently worked with, or failing that, details of at least 3 client businesses that would be agreeable to us contacting them for reference. (Please provide names and contact details).
Awarding Authority shall also evaluate suppliers and their tenders on;
-Financial and best value for money
-Proactive service delivery
-Quality and performance record and commitment
Estimated award date
14-08-2018
Language or languages in which tenders or requests to participate can be drawn up
EN
Additional Information
Additional Scope
In addition to this Invitation to Tender for the printing of training materials, you are required to express your company’s interest to be considered for a Framework Agreement for the provision of Awarding Authority’s printed materials within our general ongoing requirements, for products such as;
-Full colour banners (grasshopper single roller cassette banners)
-Booklets (Bi-lingual, saddle-stitched, around 24pp, 170gsm, A4)
-Folded Posters (Full colour, double sided, 150gsm, uncoated, A1/A4)
-Leaflets (4 colour process, double sided, 130gsm, uncoated, A5)
ADDITIONAL INFORMATION
Deployment and Delivery
Failure to meet agreed delivery times will result in the agreement being null and void, and may also result in financial penalties being made against the supplying company.
By submitting your proposal to tender for this requirement, you agree to provide our requirements on time, in full, with zero defects. The quality agreed to at contract award is to be fully maintained throughout the term of the requirement.
Liability
Faulty or inaccurate goods will be identified and reported within 30 days and shall be the responsibility of the supplier. Where deemed necessary, replacement goods must be delivered to meet our requirements in accordance with the published schedule.
Conflict of Interest
If at any time during the tender process, a member of the Evaluation Committee becomes aware of any relationships with, or knowledge of, suppliers involved in the tender that could be perceived to unduly affect the outcome of the process then the individual will be excused from the Committee.
If the supplier is aware of any potential conflict of interest arising from previous work or relationships with Awarding Authority or any of its staff, then this should be documented within the tender response.
Confidentiality and Copyright
All information supplied by Awarding Authority in connection with this Invitation to Tender is to be regarded as confidential by all interested parties, and any organisation submitting a proposal.
Awarding Authority assumes that applicants accept these instructions on the basis that all materials, when produced, will become the property of Awarding Authority.
Awarding Authority maintains copyright on all of our materials at all times.
In accordance with the new GDPR legislation, our new privacy policy isavailable on our website.
Terms and Conditions (Appendix 1)
Awarding Authority standard Terms and Conditions of purchase will apply to this contract once awarded. A copy is attached for your information.
In providing a quotation submission as a response to our ITT, we shall assume that you are in acceptance of our Terms and Conditions.
Supplier Questionnaire (Appendix 2)
Awarding Authority wishes to operate in a fair and transparent manner, and would encourage our suppliers to do the same.
Completion of this document would be useful in order to confirm that you are a suitable supplier for Awarding Authority. Whilst we are aware that this can be considered onerous, particularly for some SME’s, and as some of the information requested may be considered by you to be commercially sensitive, Awarding Authority will require completion of the document to be provided at tender submission stage.
Awarding Authority reserve the right to carry out reasonable checks in order to verify financial viability of successful suppliers.
Queries
If you have any queries about this Invitation to Tender, please submit them via the Sell2Wales website, or you can email your query to; tenders@chwaraeteg.com, up to one week prior to the closure of quotation submissions.
Copies of any questions asked by email, as well as answers given, will be shared with all other organisations who have expressed an interest to in this Invitation to Tender.
Invoicing
Purchase Orders will be issued for the work we commission.
An invoice, quoting the Purchase Order Number/s and breakdown of costs spent will be required for payment.
Invoices must refer to our tender reference, i.e.; AN2023.
Please submit invoices to finance.assistant@chwaraeteg.com.
Please see our ordering and invoice procedure attached for your information (Appendix 3).
Ownership
Upon payment of invoices ownership passes to Awarding Authority through the Agile Nation 2 operation.
(WA Ref:82953)
Relates to the following project/programme financed by EU Community Funds: Agile Nation 2 (AN2) – European Social Fund (ESF)
The buyer considers that this contract is suitable for consortia bidding.
Additional Documentation
The additional documents relating to this notice are available from the Website Above
TKR-2018622-EX-784035