Scottish Government

Details

Overview

National framework agreement for the provision of postal services

What is in scope?

The key services included under this agreement are:

Ad-hoc & hybrid mail – TNT Post Scotland Ltd

This lot is for the collection of physical mail, from all Scottish Public Sector organisations, and delivery to the addressee on a 2+ day service (UK wide) or a next day service (for Scottish central belt postcodes only). This lot includes the introduction of a Hybrid Mail service.

Hybrid Mail is a service that allows users to develop their mail format and content on their desktop and then issue the soft letter to a mail production site whereby the item will be securely produced and entered into the Royal Mail network for final mile delivery. 

Planned mail – Royal Mail Group Ltd

This lot is for the production and delivery of planned mailings. The planned mailings will be achieved via the secure transfer of address and data files to an off site print location where the mail will then be printed, sorted and passed for delivery to the final destination.

Distinction between Hybrid Mail through TNT Post and planned mail through Royal Mail.

Lot 1: Hybrid mail through TNT Post:

• There is no minimum volume;
• The service caters for Letters and large letter;
• The mailing can be up to 8 pages, be either mono or colour, simplex or duplex print and can include inserts;
• Customer specific return address application is included.

Lot 2: Planned mail through Royal Mail:

• For planned large volume mailings;
• A print, fulfilment and postage package for letter items;
• A postage only service is not available.

What is out of scope?

The postal services contract does not include some of the other product types often provided by suppliers of postal services but which are typically included in the scope of other more targeted contracts. These exclusions include:

• Courier services
• Document exchange
• Franking machines

Scottish Procurement has conducted a separate national procurement for the provision of courier services which has been available since 3rd May 2010. Please access the courier services webpage for further information.

Advanced Procurement for Universities and Colleges (APUC) are in the process of tendering an agreement for franking machines, this will be available to all Scottish public sector organisations.

For further information please contact:

David Macleod, dmacleod@apuc-scot.ac.uk

Who is this available to?

• Central Government
• Fire
• Health
• Local authorities
• Police
• Universities and colleges
• Third Sector
• Other public bodies

Note:  It is the responsibility of any buying organisation wishing to use the Framework Agreement to satisfy itself that it is eligible to do so.  Entitlement can be established from the terms of the OJEU advert and guidance on this can be found in Annex A of Scottish Government Guidance on Framework Agreements.  If there is any doubt, legal advice should be sought.

Benefits

Ad-hoc and Hybrid Mail

TNT Post will continue to work with organisations to help them improve the quality of their every day ad-hoc mail.  This will include the introduction of a hybrid mail service which will specifically help users produce mail in a uniform format and achieve significant cost savings.  Hybrid Mail not only reduces Postal Services spend by up to 35%, but also stationery costs and has environmental benefits as all mail is printed and fulfilled at distributed print centres located as close as possible to the final delivery addresses.

Planned Mail

The key benefits to organisations utilising the planned mail service through Royal Mail are:

• One supplier point of contact for organisations for print, fulfilment and postage;
• Optimum sortation benefits achieved ;
• Print and fulfilment location in Glasgow;
• Competitive pricing package bespoke to this agreement. 

Current status

Start date

01 March 2012

End date

27 February 2015 (with an option to extend for 12 months to 29^th February 2016)

Further details

Contact and feedback to:

Phil Norman
Phil.norman@scotland.gsi.gov.uk

Contract Supplier(s)

TNT Post (Scotland) – Ad-doc &Hybrid Mail

Royal Mail – Planned Mail

Contract or Framework Agreement guidance

For further information on the two postal services agreements, including contact details, please refer to the attached Buyers Guide.

Communication issued on 22 February 2012

More information

VAT

From 1 April 2012 Royal Mail will be applying VAT to all their standard account, business mail, marketing mail and outbound and inbound services. This includes Mailsort and Cleanmail. Franked Mail, Stamped Mail, Special Delivery and Recorded Delivery will remain VAT exempt.

Further information can be obtained via the attached link;

http://www.royalmail.com/customer-service/terms-and-conditions/vat-changes

It should be pointed out that a large percentage of Scottish public sector organisations can reclaim their VAT.

Balanced scorecard supplier feedback

If organisations are interested in providing supplier performance feedback for either or both of the contracted suppliers on a quarterly basis, please contact Phil Norman (contact details above).