Collaborative Procurement Postal Services Supplier Information Session Thursday 30 April 2015

Information Supplier Session Etiquette Everybody to have an input Open Forum Ask anything Safe environment to discuss issues Be respectful Be open, honest and supportive Challenge in a positive and constructive way Max 1 hour

NI Asset Management Strategy NI Collaborative Procurement Strategy and-legislation/content_-_cpd_-_policy_- _procurement_guidance_notes/content_cpd_policy_pgn_05_14 _collaborative_procurement.htmhttp:// and-legislation/content_-_cpd_-_policy_- _procurement_guidance_notes/content_cpd_policy_pgn_05_14 _collaborative_procurement.htm Policy Drivers

Collaboration - Vision Centralise supply of a range of common supplies and services to maximise opportunities for aggregation with others to achieve best value for money in support of delivery of better government services.

Categories in Scope Postal ServicesTravel EnergyFleet Office SuppliesProfessional Services Telecoms & NetworkingIT Commodities Facilities ManagementAdvertising and Media

Supplier Information Day Objectives Engage with the Market to; – Raise awareness of the tendering opportunity and timescales involved; – Seek feedback on options before the procurement strategy is finalised – Capture lessons from elsewhere

Market Engagement PIN advertised in OJEU on 21 January 2015 Supplier Information Day 30 April 2015 CPD will provide early sight of draft service proposals - end June 2015 for bulk mail -August 2015 for collection of Day to day Mail -TBC for Hybrid Mail

Scope of Postal Services Postal Service contract will cover the collection, sorting and delivery of standard mail to locations across NICS and CoPEs including international mail. Premium and Standard Delivery. Collection and tracking services for 650 building across the province; Bulk Mail; Hybrid mail; Specialist services i.e. business response, signed for services.

Business AreaMailingVolume Per Annum LPS Turn of Year Rates1.3 Million DARD June Census20,000 DARD December Survey 5,000 DARD FAS Newsletter 52,000 DARD EU Structure Survey 15,000 DARD Farm Safety Survey 8,000 DOE Listed Building Forum 4000 FE College NWR Part-Time Course Guide 100,000 FE College NWR Open Day Invite 70,000 FE College SWR Welcome Back Day FE College SWR Electoral Office NI Changes to Pensions Regulations Polling Cards ,250,000 Overview of Bulk Mail Returns

Potential for Collaborative Contract The CPT plan to run separate collaborative procurement exercises for Day to Day Mail, Bulk Mail and Hybrid mail. Proposed commencement date of services; –Bulk mail with service commencement from 1 October 2015 –Day to Day Mail 1 April 2016 –Hybrid Mail requirements to be collated Allow Departments, Agencies, NDPB, and CoPEs to join the contract when their arrangements expire Will cover CTC and Baseline Security vetting

Early Thoughts on Way Forward Considering options for; –Procurement Procedure –Scope of services –Structure of lots –Pricing strategy – prices fixed for the initial contract period with the exception of Universal Service Obligation Exception –Sustainable Development

Contract Structure for Day to Day Mail Lots – Geographic or Departmental or Other? Lot for Clients requiring Counter Terrorism Check Lot for Specialist Services?

Sustainable Development Programme for Government (PfG) commitment “include Social Clauses in all public procurement contracts for supplies, services and construction”. The contract will need to address economic, environmental and social clauses. This may include:- Provision of opportunities using DEL approved schemes Essential skills training Recruitment of long term unemployed

Indicative Timeline ActivityIndicative Timeline Day to day Bulk Client Engagementongoing Market EngagementApr- Jun 2015April- Jun 2015 Business Case Specification Apr- Jun 2015 May – Sept 2015 April- Jun2015 June - July 2015 Tender IssueNov 2015July 2015 Tender ReceiptJan 2016Aug 2015 Contract AwardFeb 2016Sept 2015 Contract commencement Mar 2016Nov 2015

Supplier Information Topics 1.Regulatory 2.Range of Services Offered 3.Resource and Capacity 4.Sustainable Development 5.Prices fixed for the initial contract period with the exception of Universal Service Obligation Exception 6.Invoicing 7.Management Information

Supplier Information Topics 8. Envelopes 9.Mail Profile

Consultation Responses Further feedback on issues should be sent to: esourcing NI under P before 3pm 16 May 2015 Slides will be available from CPD website from w/c 4 May 2015 Please complete feedback sheet