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Postal Services and Solutions - RM6280

Our dedicated team is here to support you with specialist knowledge and tailored frameworks to meet your needs. We can help you source cost-effective solutions with our range of compliant frameworks and dynamic purchasing solutions, giving you easy access to market leaders in a variety of services
People in the office sitting around desk

Details

This agreement will give you access to postal goods and services such as mail and parcel collection and delivery services (UK and international), inbound mail receipt hybrid mail solutions, security screening, franking machines, and mailroom equipment.


The agreement also offers audits, efficiency reviews, and consultancy services to help you develop your postal services strategy and ensure you get the best value for your money.


Inbound and outbound services are available to help you transition from a paper-based mailroom to a digital environment. This includes hybrid mail solutions incorporating new technologies, such as e-communications and managed service options, giving you a ‘digital by default’ strategy.


The agreement was developed in collaboration with two other public sector procurement organisations: CCS (formerly known as Crown Commercial Services) 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:


Lot 1: 6 years
Lots 2 to 8 (inclusive): 7 years


This agreement replaces RM6017 Postal Goods, Services and Solutions, which expired in November 2023.

Key Facts on this Framework

Period:
03 October 2023 - 02 October 2027
Extension Opportunities:
Not applicable
Contract Notice:
2023/S 000-031689
Award Notice:
Geographic Coverage:
National
  • 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:
  • a. supporting the government’s aspiration for £1 in every £3 to be spent with SMEs by 2022

    b. 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.


Free support available


The route to market for this solution is either a direct award or further competition and our experienced team are on hand to help you through every step of the process – offering practical advice and support when you need it.

Our free support includes:

Direct award support


   • Assessment of your needs and advice on the best approach
   • Market and supplier insights
   • Technical know-how on how to procure specific service, works or product
   • Compliance with the PCR2015
   • Assistance in the completion of the documentation
   • Advice on the call-off terms and conditions
   • Advice on the KPIs
   • Assistance with or management of the supplier pre-engagement

Further competition support


    • Assistance with or management of the supplier pre-engagement
    • Assistance and guidance in the drafting of the documentation, including the provision of template documents
    • Advice on the specification, including the provision of anonymised specifications
    • Advice on the award criteria, including sustainability to ensure compliance
    • Advertising the further competition on YPO’s e-tendering portal – ProContract, and full administration of the process, including clarification log management
             There are three ways to run a further competition via ProContract
                  1. YPO can administer the full end-to-end further competition process
                  2. Request temporary access to ProContract and run the further competition yourself or with our support
                  3. If you're a current user of ProContract you can access and use our solutions directly without our involvement. View the 'How to access YPO’s frameworks directly' user guide.
    • Running or supporting the evaluation process
    • Moderation of the evaluation process
    • Drafting/checking award and rejection letters, including provision of template documents

 

You and the successful supplier will need to sign a framework schedule 6: order form template and call off schedule. Please note that there are separate schedule 6 order forms, depending on whether your contract is on lot 1 or lots 2-8. Make sure your order form includes any extra terms or schedules that you identified in the tender.

Standard documents available


   • Further competition template
   • 
Specification examples
   • Award questions examples
   • Pricing matrix
   • Award and rejection letters
   • Call-off contract terms and conditions

 

    Franking Machines, Mailroom Equipment and Associated Consumables

    Lot 2 - Collection and Delivery of Letters, Large Letters and Parcels within UK

    Lot 3 - Collection and Delivery of Letters, Large Letters and Parcels: International

    Lot 4 - Audits, Efficiency Reviews and Niche Consultancy

    Lot 5 - Business Process Outsourcing, Mailroom, Document and Data Managed Services

  • Lot 6 - Hybrid Mail, Digital and Transformational

  • Lot 7 - Inbound Delivery, Mail Opening and Digital Scanning Services

    Lot 8 - Security Scanning Services



Making your working life simpler with YPO

 

We know just how important it is to have the most up-to-date and innovative equipment and systems for your organisation. In this video, we depict the use of various technologies (systems and equipment) that can be procured through YPO frameworks:



 

Literature:

 

Case studies:

  • Whistl - Councils collaborate to cut costs
    In 2015 Kirklees Council led a Northern tendering process to procure postal services through the collaboration of a group of councils. To take advantage of the significant savings that can be made from high-volume mail, Kirklees Council sought to form one consortium with its neighbouring Councils across Yorkshire, Humber and the Association of Greater Manchester Authorities (AGMA). Whistl was awarded the contract being the top scoring provider in delivery, planning, implementation and training.
  •  

     

    To view the Postal Services and Solutions supplier list, please click here.



    Find out more

    Thank you for your interest in our framework offering. YPO's team of procurement experts are here to help you put compliant contracts into place quickly and easily. Please fill out the form below and a member of the team will be in touch shortly.

    Find out more

     

    Thank you for your interest in our framework offering, which can help you put compliant contracts in place. Please fill out the form below and a member of the team will be in touch.