Framework for Election and Electoral Registration Print

Framework for Election and Electoral Registration Print

The Association of North East Councils Limited trading as the North East Procurement Organisation (NEPO) is seeking to award a Framework for Election and Electoral Registration.

United Kingdom-Newcastle upon Tyne: Printed matter and related products

2016/S 015-021636

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

North East Procurement Organisation
The Guildhall, Quayside
For the attention of: Mr Adam Smith
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613916
E-mail: adam.smith@nepo.org

Internet address(es):

General address of the contracting authority: http://www.nepoportal.org

Address of the buyer profile: http://www.nepoportal.org

Electronic access to information: http://www.nepoportal.org

Electronic submission of tenders and requests to participate: http://www.nepoportal.org

Further information can be obtained from: North East Procurement Organisation
The Guildhall, Quayside
For the attention of: Mr Adam Smith
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613916
E-mail: adam.smith@nepo.org

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: North East Procurement Organisation
The Guildhall, Quayside
For the attention of: Mr Adam Smith
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613916
E-mail: adam.smith@nepo.org

Tenders or requests to participate must be sent to: North East Procurement Organisation
The Guildhall, Quayside
For the attention of: Mr Adam Smith
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912613916
E-mail: adam.smith@nepo.org

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Darlington Borough Council
Town Hall, Feethams
DL1 5UL Darlington
UNITED KINGDOM

Durham County Council
County Hall
DH1 5UL Durham
UNITED KINGDOM

Gateshead Metropolitan Borough Council
Civic Centre, Regent Terrace
NE8 1HH Gateshead
UNITED KINGDOM

Hartlepool Borough Council
Civic Centre, Victoria Road
TS24 8AY Hartlepool
UNITED KINGDOM

Middlesbrough Council
Civic Centre, Albert Road
TS1 9FX Middlesbrough
UNITED KINGDOM

Newcastle City Council
Civic Centre, Barras Bridge
NE1 7RS Newcastle upon Tyne
UNITED KINGDOM

Northumberland County Council
County Hall, Morpeth
NE61 2EF Morpeth
UNITED KINGDOM

North Tyneside Council
Quadrant, The Silverlink North, Cobalt Business Park
NE27 0BY Silverlink
UNITED KINGDOM

Redcar and Cleveland Borough Council
Redcar and Cleveland House, Kirkleatham Street
TS10 1RT Redcar
UNITED KINGDOM

South Tyneside Council
South Tyneside Council Town Hall and Civic Offices, Westoe Road
NE33 2RL South Shields
UNITED KINGDOM

Stockton-on-Tees Borough Council
Municipal Buildings, Church Road
TS18 1LD Stockton-on-Tees
UNITED KINGDOM

Sunderland City Council
Civic Centre, Burdon Road
SR2 7DN Sunderland
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

NEPO504 Framework for Election and Electoral Registration Print.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase

NUTS code UKC

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
Number of participants to the framework agreement envisaged: 2

Duration of the framework agreement

Duration in months: 48

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 500 000 and 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The Association of North East Councils Limited trading as the North East Procurement Organisation (NEPO) is seeking to award a Framework for Election and Electoral Registration Print requirements to NEPO Member Authorities within the North East region.

II.1.6)Common procurement vocabulary (CPV)

22000000, 79800000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Framework for Election and Electoral Registration printing requirements to NEPO Member and NEPO Associate Member Authorities within the North East region. All requirements included in the Specification are current as of publication of the Invitation to Tender and it is envisaged that there will be no material changes to requirements over the Framework Agreement period. Contracting Authorities may modify their requirements from time to time but any modifications will not be substantial within the meaning of Regulation 72(8) of the PCR 2015 and will be provided at no or minimal additional cost.
It is intended that a maximum of two contractors will be appointed to the Framework, however if there are less than two tenders received which meet NEPO’s requirements then the number of Contractors awarded a place on the Framework Agreement may be less. The two contractors will be ranked and Contracting Authorities will be able to call-off by direct award to the first ranked Contractor without re-opening competition. The Contractor that is ranked second will only be required if the first ranked Contractor cannot fully meet all of the Contracting Authority’s requirements. The Call-Off Contract will be on the terms specified within the Call-Off Terms and Conditions, supplemented as appropriate by such details as price and quantities which will be specified in the Call-Off Order.
If the first ranked Contractor notifies NEPO that it is no longer able to supply under the Framework Agreement, or if the first ranked Contractor is unable to fulfil a Contracting Authority’s full requirements under a Call-Off Order, or NEPO does not agree a price variation in accordance with clause 1 of the Special Terms and Conditions the Contracting Authority may then place an order directly with the second ranked Contractor on the Framework Agreement.
Based on early stakeholder engagement and due to the nature of the requirement NEPO will not be dividing the Framework into separate Lots. A sole supplier arrangement for this Framework has historically proven best value and provides for an optimum delivery solution.
Estimated value excluding VAT:
Range: between 500 000 and 2 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 48 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As specified in the tender documentation.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As specified in the tender documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As specified in the tender documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the tender documentation.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As specified in the tender documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As specified in the tender documentation.
Minimum level(s) of standards possibly required: As specified in the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As specified in the tender documentation.
Minimum level(s) of standards possibly required:
As specified in the tender documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

A54G-6ALPOS
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.2.2016 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

29.2.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 29.2.2016 – 14:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Representatives of Gateshead Council’s Legal Department.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 48 months.

VI.2)Information about European Union funds

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

VI.3)Additional information

The opportunity can be accessed via the NEPO eTender system. Tenderers wishing to be considered for this contract must register their expression of interest and submit a tender through the NEPO eTender system. If not already registered, candidates should register on the NEPO eTender system at https://www.qtegov.com/procontract/supplier.nsf/frm_supplier_registration_wizard_introduction?openform Any queries regarding the procurement process or tender documents must be raised no less than 4 days before the tender return date, through the Q&A section on the NEPO eTender system. For any support insubmitting your expression of interest or tender response, please contact the NEPO Portal helpdesk at +441912613940 orinfo@nepoportal.org. There are a number of help guides available on the portal. Reading these will assist the supplier in completing and submitting their responses.NEPO is a Central Purchasing Body as defined in the Public Contract Regulations 2015 (PCR15). This means that NEPO may provide central purchasing activity on behalf of Contracting Authorities. The agreement will be available for use by all NEPO Members within the North East region. A list of member organisations is available at: www.nepoportal.orgThis agreement will also be made available to all current and future NEPO Associate Members throughout the North East region. A list of current NEPO Associate Members is available at:https://www.qtegov.com/systems/nepocms.nsf/vLiveDocsTitle/Current%20Associate%20Members

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

North East Procurement Organisation
Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: adam.smith@nepo.org
Telephone: +44 1912613916

Body responsible for mediation procedures

North East Procurement Organisation
Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: adam.smith@nepo.org
Telephone: +44 1912613916

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

North East Procurement Organisation
Guildhall, Quayside
NE1 3AF Newcastle upon Tyne
UNITED KINGDOM
E-mail: adam.smith@nepo.org
Telephone: +44 1912613916

VI.5)Date of dispatch of this notice:

21.1.2016

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