Elections Printing Contract – Newcastle-under-Lyme Borough Council

Elections Printing Contract – Newcastle-under-Lyme Borough Council

The Borough Council of Newcastle-under-Lyme is looking to appoint a supplier for the following electoral services printing distribution and graphics services.

United Kingdom-Newcastle-under-Lyme: Printing and distribution services

2017/S 218-452938

Contract notice

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Newcastle-under-Lyme Borough Council
Castle House, Barracks Road
Newcastle-under-Lyme
ST5 1BL
United Kingdom
Contact person: Liz Dodd — Head of Audit and Elections (and Monitoring Officer)
Telephone: +44 1782717717
E-mail: liz.dodd@newcastle-staffs.gov.uk
Fax: +44 1782711032
NUTS code: UKG23Internet address(es):Main address: http://www.newcastle-staffs.gov.uk/

Address of the buyer profile: https://www.mytenders.co.uk/search/Search_AuthProfile.aspx?ID=AA0592

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.mytenders.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.mytenders.co.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.mytenders.co.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Elections Printing 2018/2023.

Reference number: NULBC-EPLD2018.23

II.1.2)Main CPV code

79824000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The Borough Council of Newcastle-under-Lyme is looking to appoint a supplier for the following electoral services printing distribution and graphics services.

II.1.5)Estimated total value

Value excluding VAT: 442 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 3
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1 Production and Distribution of Poll Cards Elections Printing 2018/2023 1,

Lot 2 Elections Ballot and Postal Vote Printing Elections Printing 2018/2023 2,

Lot 3 The Production of Individual Electoral Registration Materials 2018/2023 3,

II.2)Description

II.2.1)Title:

Production and Distribution of Poll Cards

Lot No: 1

II.2.2)Additional CPV code(s)

79824000

II.2.3)Place of performance

NUTS code: UKG23
Main site or place of performance:

Newcastle-under-Lyme, Stoke-on-Trent, Staffordshire.

II.2.4)Description of the procurement:

The Returning Officer is required by law to send an official poll card to all electors, including postal voters, as soon as practicable after the publication of the notice of election.

The official poll cards for ordinary electors and for postal voters are prescribed forms or forms to the like effect. Poll cards will need to be lasered with personal and corporate data. For example elector details, polling station details, helpline telephone number etc.

Unless otherwise specified on a particular occasion, the Council will require the poll cards to be processed into the service provider’s Mail Injection service. Where the poll cards are to be handed over to a mail carrier the printer shall arrange this and the poll cards ordered in the appropriate way according to the mail carrier’s guidelines to attract the lowest postage cost. (If required, the Council will provide access to their online business account to allow completion of the necessary Royal Mail docket or alternate mail carrier’s equivalent system).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Printing and Processing of Data

The successful supplier will be required to print the above materials from data files supplied by the Council’s EMS (currently IDOX Strand). This includes the ability to securely transfer, manage, manipulate and interpret the data provided by the Council.

II.2)Description

II.2.1)Title:

Elections Ballot and Postal Vote Printing

Lot No: 2

II.2.2)Additional CPV code(s)

79824000

II.2.3)Place of performance

NUTS code: UKG23
Main site or place of performance:

Newcastle-under-Lyme, Stoke-on-Trent, Staffordshire.

II.2.4)Description of the procurement:

Postal vote packs

The Returning Officer is required to issue postal packs to all registered postal voters as soon as possible after the deadline for receipt of postal vote applications (‘early issue’).

However, suppliers should note that each pack will need to be lasered with personal and corporate data. For example elector details, PPI licence number, helpline telephone numbers, etc.

Each ballot pack should consist of an outer envelope containing the ballot paper(s) and postal vote statement; together with instructions in pictorial form; Envelope A –ballot paper envelope; and Envelope B — return envelope. Division, Ward or Parish name will be required on the front of Envelope B.

The supplier must be able to produce an integrated mailer that allows 2 ballot papers to be attached to the postal vote statement and which is compliant with legislative design and wording.

Issue and quality checks will be undertaken at the supplier’s venue prior to the commencement of the election timetable.

The printer will be required to arrange and manage the hand over of the packs to their nominated mail carrier. The postal packs must meet the criteria set by the Nominated Service Provider. (If required, the Council will provide access to their online business account to allow completion of the necessary Royal Mail docket or alternate mail carrier’s equivalent system).

Ballot papers

The specification for ballot papers is prescribed by law and the printer is required to ensure that all ballot papers are printed in accordance with these requirements.

The Council will require the printer to supply ballot papers on white or coloured paper, details of which will be specified in advance. Ballot papers must be supplied in books of 100 for ordinary papers and books of 25 for tendered papers. The colour of all ballot papers including the ones provided on postal votes must match.

Ballot papers, including tendered books must be sorted, labelled and returned to the Council in polling station order.

In addition the printer may be required to provide large print ballot papers for each electoral area; numbers to be specified prior to each election.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Printing and Processing of Data

The successful supplier will be required to print the above materials from data files supplied by the Council’s EMS (currently IDOX Strand). This includes the ability to securely transfer, manage, manipulate and interpret the data provided by the Council.

II.2)Description

II.2.1)Title:

The Production of Individual Electoral Registration Materials

Lot No: 3

II.2.2)Additional CPV code(s)

79824000

II.2.3)Place of performance

NUTS code: UKG23
Main site or place of performance:

Newcastle-under-Lyme, Stoke-on-Trent, Staffordshire.

II.2.4)Description of the procurement:

Canvass:

The supplier must have the ability to print all types of Household Enquiry Forms (HEF) including initial forms, reminder forms and canvass forms which include pre-populated data from the Council’s Electoral Management System (EMS)*. Data files containing necessary Invitations to Register (ITR) generated from HEF returns will be exported to the supplier, printed and despatched on a basis as agreed by the supplier and the Council. The facility to print and despatch large runs of confirmation letters is also required.

The Council currently uses IDOX Strand but could change provider during the duration of the printing contract. Other suppliers in the market place include: Xpress EMS, Halarose and Democracy Counts.

Forms must comply with legal requirement and be printed in black/white.

Despatch of these forms must be to the service provider’s mail injection mechanism and must be sorted by polling district order as required to attract the lowest postage cost. (If required, the Council will provide access to their online business account to allow completion of the necessary Royal Mail docket or alternate mail carrier’s equivalent system.)

Business as Usual:

The supplier will need to demonstrate what services they have in place for small print runs on a daily or weekly basis of ITRs, reminder ITRs, canvass ITRs, confirmation letters and acknowledgement letters as per the Council’s requirements.

The supplier would have to have sufficient capacity within the year to provide the required forms for an Electoral Registration Officer to undertake a mini canvass at their discretion.

The supplier must have the facility to deal with the small mailing requirements under IER (i.e. confirmation letters and reminder HEF / ITR forms) and the production of small mailings for despatch. The supplier should have the facility to securely transfer data for small print runs (ad hoc HEFs and ITRs) directly to them using software either installed on relevant workstations or embedded within the Council’s EMS.

Miscellaneous Materials and Services:

The supplier must be able to produce vote refresh letters from data files provided by the Council and despatched to the mail carrier as required. All documents must comply with the specification as set by the Council and comply with any legal requirements.

Pre-printed, legally compliant, return envelopes for all elections and registration products to be supplied as requested by the Council.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Printing and Processing of Data:

The successful supplier will be required to print the above materials from data files supplied by the Council’s EMS (currently IDOX Strand). This includes the ability to securely transfer, manage, manipulate and interpret the data provided by the Council.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 11/12/2017
Local time: 17:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 12/12/2017
Local time: 10:00
Place:

The Borough Council of Newcastle-under-Lyme.

Information about authorised persons and opening procedure:

Business Improvement Manager.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=202962

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.myTenders.org/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(MT Ref:202962).

VI.4)Procedures for review

VI.4.1)Review body

Newcastle-under-Lyme Borough Council
Castle House, Barracks Road
Newcastle-under-Lyme
ST5 1BL
United Kingdom
Telephone: +44 1782717717
E-mail: simon.sowerby@newcastle-staffs.gov.uk
Fax: +44 1782711032Internet address:http://www.newcastle-staffs.gov.uk/
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

10/11/2017

 

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