Background:

— Annual spend on couriers exceeds 1 000 000 GBP.

— C.90 % of volume travels from and to locations in inner London, majority of additional volume remaining inside M25.

— Significant opportunity to optimise remains at a Trust and cross-Trust level.

— Analysis of our demand shows significant similarities between destinations, pick-up and drop times, requirements and required service levels.

— There is room for improvement in service user familiarity with service offerings and levels.

— The Contracting Bodies are seeking, therefore, qualified suppliers to support them in their vision of a single provider:

— Delivering an effective and safe service.

— Reviewing their demand profile with a view to opportunity for optimization.

— Providing a safe and pro-active pair of hands in implementing the overall solution and those optimization opportunities identified.

— Being pro-active in managing the account and identifying continuous improvement opportunities. And;

— Delivering cost savings.

*** The procurement process will be conducted under the Light Touch Regime ***

Type of procedure reads ‘Competitive procedure with negotiation’ due to limitations within the system. Pleasesee the Tender Process and Instructions document for full details.

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The contracts for Courier Services are due to expire and / or provide opportunity for the Authorities to join together in securing future provision of services and PPS were requested to review opportunities and potential strategies in relation to the services.

The review highlighted significant potential for the Authorities to work smarter, optimise their demand for services and for cost benefits driven by consolidation of and competition for supply.

A tender process, conducted under the Light Touch Regime (LTR), was recommended and agreed as the vehicle to achieve all elements.

The LTR process will contain the follow steps:

— Issue contract notice.

— Submission of expression of interest and SQ response.

— Evaluate SQ & shortlist bidders.

— Inform bidders of shortlist (in / out) and provide feedback.

— Window for clarification questions.

— Interim identified opportunity submission.

— Opportunity discussion meeting.

— 1st full tender submission.

— Discussion & feedback meeting 1.

— 2nd full tender submission.

— Discussion & feedback meeting 2.

— Best and final tender submission.

— Evaluation.

— Intent to award letters issued.

— Alcatel period (standstill).

— Award letters issued & contract signed

Given the nature of the services required, the market, the (new) potential for collaboration across the Trusts and the potential for further optimisation within each — the Authorities have been unable to fix the entire specification prior to the tender. The LTR provides the Authorities and Bidders with a platform to engage in discussion and feedback with a view to fixing the specification. Forums for discussion and methods of feedback will be standard and equal for all Bidders in the process. In all dealings, with all Bidders, PPS and the Authorities are fully committed to and intend to abide by the principles of equal treatment, transparency and fairness.

Through this tender the Authorities wish to work with Bidders to identify the most optimal shipping profile that can be implemented during the contract life alongside identification of qualified and economically advantageous bids. In identifying the most optimal profile the Authorities wish the suppliers to:

— Analyse the Baseline and Requirements data for opportunities to move away from single item pick-ups and drops

— Detail and explain those opportunities alongside their costs and ease of implementation. And through discussion;

— Challenge the Trusts and validate the opportunities as implementable

The Authorities acknowledge that it may be impossible to fully optimise demand as part of this process and therefore expect, in partnership with the winning bidder, to continue to drive optimisation of existing and new requirement throughout the course of the contract.