Postal Goods, Services and Solutions

A range of mailroom equipment, inbound and outbound mail services or more complex solutions for digital transformation of mail and communications.

Updates

10/10/2020 – Update – CCS has undertaken a review of the ‘provisionally live’ status of suppliers on RM6017 due to expire on the 31/12/20.

We have taken into consideration:

  • the impact the pandemic has had on the availability of goods and services bought on behalf of the taxpayer
  • feedback from the market and our public sector customers
  • the ability of suppliers to get certification when staff and certification auditors are not able to be on site

We remain committed to the idea that for RM6017, suppliers will have certified ISO9001 and ISO27001 or equivalent systems. Suppliers have been asked to show CCS evidence that they are committed, and are actively working towards getting the necessary certificates or equivalents, with the certification scope covering the lots that they have been awarded to.

Evidence may include, but is not limited to:

  • internal documents showing the ISO9001 and ISO27001 standards
  • for ISO9001 a quality policy, a quality management system scope and quality objectives
  • evidence of staff training in the use of the systems, including any training of staff in conducting internal audits
  • internal audit reports as well as any external (stage 1 and 2) audit reports should these have started
  • letters or communications from external auditors confirming audit schedules and dates with invoices for any work that has been done.

Provided CCS is satisfied with the evidence given, the supplier will be made ‘live’ on the RM6017 framework. A suppliers ongoing activity and engagement will be reviewed regularly, and at least annually, by CCS. CCS reserve the right to suspend or terminate suppliers who do not show continuing commitment and progress.

Take a look at the RM6017 Supplier matrix document to see which suppliers are live and provisionally live.

These suppliers know this is not a permanent change to our compliance needs and that ISO9001 or ISO27001 may still form part of your needs at the point of call-off.

 

26/03/2020 – Update – We have made some suppliers on this agreement ‘provisionally live’ so you can procure the goods and services you need urgently. 

These suppliers have shown evidence of:

  • Professional Indemnity
  • Employers (and where relevant Product) Liability Insurance

They may not have provided Public Liability Insurance at this time or have not demonstrated compliance to either ISO9001, ISO27001 for either themselves and/or their key subcontractor(s).

We recommend that any call-off’s you sign with ‘provisionally live’ suppliers should be for no later than 31 December 2020. These suppliers know this is not a permanent change to our compliance requirements and that ISO9001 or ISO27001 may still form part of your requirements at the point of call-off.

Description

A wide range of postal goods, services and solutions to support your postal requirements and strategy, no matter where you are in that journey. Whether you use traditional mail services or would like to transform your mailroom to digital, we can help.

You will have access to traditional postal goods and services such as security screening, franking machines, mailroom equipment, collection and delivery services for UK and international mail. The agreement also offers audits, efficiency reviews and consultancy services to help you develop your postal services strategy. A range of inbound and outbound services are available to transition from a paper-based mailroom to a digital environment. This includes hybrid mail solutions that incorporate new technologies and innovation, such as e-communications and fully outsourced, innovative managed service options, for a ‘digital by default’ paper-lite strategy.

Please contact us if you would like to:

  • improve document security
  • move to digital solutions
  • reduce costs
  • minimise waste
  • benefit from economies of scale
  • increase efficiency
  • reduce floor space
  • maximise resources

The agreement is open to all UK public sector organisations, including central government departments and their agencies, the wider public sector and the third sector.

It was developed in collaboration with 2 other public sector procurement organisations: YPO (formerly known as Yorkshire Purchasing Organisation) and ESPO (formerly known as Eastern Shires Purchasing Organisation).

The duration of the agreement is 4 years. The call-off contract period is flexible and can run beyond the framework expiry date. The maximum call-off periods are as follows:

  • Lots 1 and 2: 6 years
  • Lots 3 to 10 (inclusive): 7 years

If you have any questions contact us on 0345 410 2222 or email us.

Benefits

  • lot 1 offers a small range of pre-discounted, basic franking machines from a single supplier for speed, convenience and reduced costs
  • an enhanced and extensive range of mailroom equipment and software with the latest technologies will increase production, reduce floor space and free up valuable resource
  • aggregating buyer requirements for volume discounts, access to zonal and regional pricing , and commercial benefits and savings
  • introduces new technologies and innovation to reduce your physical mail and integrate paper documents into digital workflows
  • increases security of mail items by using services such as hybrid mail
  • enables SMEs to bid for public sector contracts:
    • supporting the government’s aspiration for £1 in every £3 to be spent with SMEs by 2022
    • 50% of suppliers on the agreement are SMEs
  • buyers can reduce their carbon footprint through digitisation and new energy efficient equipment and services
  • uses the new Public Sector Contract – the shorter and simpler standard template for framework contracts for common goods and services.
  • support and guidance to help buyers optimise their mail processes and achieve savings on their postal services requirements

Products and suppliers

There are 36 suppliers on this agreement

Lot 1: Low To Medium Volume Franking Machines And Associated Consumables

Expires:

1 suppliers

Lot 2: Franking Machines, Mailroom Equipment And Associated Consumables

Expires:

6 suppliers

Lot 3: Collection And Delivery Of Letters, Large Letters, And Parcels

Expires:

8 suppliers

Lot 4: Collection And Delivery Of Letters, Large Letters And Parcels To International D

Expires:

8 suppliers

Lot 5: Audits, Efficiency Reviews And Niche Consultancy

Expires:

1 suppliers

Lot 6: Business Process Outsourcing, Mailroom, Document And Data Managed Service

Expires:

8 suppliers

Lot 7: Hybrid Mail, Digital And Transformational Communications

Expires:

23 suppliers

Lot 8: Inbound Delivery Services

Expires:

1 suppliers

Lot 9: Mail Opening And Digital Scanning Services

Expires:

10 suppliers

Lot 10: Security Screening Services

Expires:

2 suppliers

How to buy

Buyers have the ability to direct award or undertake a further competition. Check your organisation’s internal policies and controls processes before engaging with suppliers to make sure you are following your standard operating procedures.

For more information on further competitions and direct awards, we recommend that you read the customer guidance document in the documents tab below before using this agreement.

Further competition

In the majority of cases you will need to run a further competition for your requirements to ensure best value for money. If you want to allow suppliers to develop proposals or a solution in respect of your requirement; and/or you need to amend or refine the terms of the call-off contract to reflect your requirements (to the extent permitted by and in accordance with the procurement regulations), you will need to undertake a further competition.

To award a call-off contract under the framework through a further competition you should:

  1. Develop a statement of requirements identifying the framework suppliers capable of providing the goods and/or services.
  2. Amend or refine the template call-off form and call-off terms to reflect the goods and/or services required.
  3. Develop evaluation criteria and scoring methodology.
  4. Publish invitation to tender pack, along with award criteria and further competition process.
  5. Invite all capable suppliers under a Lot to tender by conducting a further competition in accordance with the regulations.
  6. Evaluate tenders, score and provide feedback to bidders.
  7. Sign the call-off form with the successful supplier including any supplementary terms or schedules that you identified in the tender.

Direct award

Suitable if there is only one supplier that meets your requirements, or you can clearly establish which supplier meets your needs at the lowest price. You cannot use any supplementary terms and conditions with the agreement and you must accept the maximum framework prices if you choose this option.

To direct award under the framework without holding a further competition you should:

  1. Develop a statement of requirements and determine whether this can be met by the mandatory/core goods and/or services of the framework.
  2. Confirm that all the terms of the framework and the call-off terms do not require amendment or any supplementary terms and conditions.
  3. Review the price schedule for all capable suppliers under the Lot to determine the most economically advantageous solution.
  4. Award to the successful framework supplier and sign the completed call-off form.

Please contact us for support in accessing the agreement. A detailed process map can be found in the customer guidance document.

Aggregation and eAuctions:

You could get a better deal by aggregating your requirements with other public sector organisations that need the same thing and/or competing price using an eAuction.

Read the eAuctions guidance in the documents tab below or contact the eAuctions team to find out more about this option.

Alternatively, contact our Customer Service Centre or phone 0345 410 2222 to discuss your requirements in more detail.

Framework pricing:

Framework prices are accessible by specific request.

Lot 1 provides a pre-discounted list of franking machines, consumables and additional options available from a single supplier.

Prices for lots 2 to 10 (inclusive) are maximum prices payable under the agreement. In a further competition, suppliers should offer prices that are equal to or less than the agreement prices.

*The pricing for this agreement is considered to be commercially sensitive and could prejudice the commercial interests of suppliers if the information was made publicly available.

Sourcing tools:

We have a choice of eSourcing tools available for buyers to run and manage their further competitions under this agreement. It is not mandatory to use these tools and we recommend that buyers check their organisation’s internal policies and procedures.

CCS

YPO

ESPO

Documents