Printing and Mailing of Election and Voter Registration Materials
Portsmouth City Council ‘the Authority’ is inviting tenders from suppliers for the printing and mailing of election and voter registration materials. The tender opportunity has been split into 2 Lots.
United Kingdom-Portsmouth: Printing and related services
2017/S 204-421082
Contract notice
Services
Directive 2014/24/EU
Section I: Contracting authority
I.1)Name and addresses
Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square
Portsmouth
PO1 2AL
United Kingdom
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS code: UKJ31
Address of the buyer profile: https://www.portsmouth.gov.uk/ext/business/business.aspx
I.3)Communication
I.4)Type of the contracting authority
I.5)Main activity
Section II: Object
II.1.1)Title:
Printing and Mailing of Election and Voter Registration Materials.
II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:
Portsmouth City Council ‘the Authority’ is inviting tenders from suppliers for the printing and mailing of election and voter registration materials. The tender opportunity has been split into 2 lots and suppliers may bid for one or both of the lots. Each lot will be evaluated separately.
The contract will commence on 2.1.2018 and will run for an initial period of 3 years extendible in increments to be agreed at the option of the Authority to a maximum of 5 years.
The estimated value of materials that may be sourced via the contract over a 5 year period may be up to 1 000 000 GBP, However, based upon the current known requirement and scheduled elections the value stands at 700 000 GBP.
Application is via submission of a completed tender by no later than 23.11.2017.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.1)Title:
Election Printing and Mailing
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
Lot 1 will comprise of the production of around 145 000 poll cards, 150 000 ballot papers and 24 000 postal vote packs and the mailing of poll cards for each of the Authority’s elections, by-elections or referenda over the term of the contract. The figures used are indicative and are subject to amendment.
During the contract term these are the scheduled elections:
May 2018 — City Council Elections,
May 2019 — City Council Elections,
May 2020 — City Council Elections,
May 2021 — No scheduled Elections,
May 2022 — UK Parliamentary and City Council Elections.
In addition the contract is required to cover any non-scheduled elections that may be required, such as:
— UK Parliamentary, City Council or Police and Crime Commissioner by-election,
— A snap general election,
— A national referendum,
— A European Parliamentary election,
— A neighbourhood planning referendum,
— A City Council Mayoral or regional Mayoral election (including by-elections) which may come into force during the contract period.
In letting the contract the Authority will run the procurement process in line with the following programme:
Tender deadline for Clarification — 31.10.2017
Tender submission deadline — 23.11.2017
Contract Award — 20.12.2017
Contract Commencement — 2.1.2018.
II.2.5)Award criteria
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
The contract will commence 2.1.2018 and will run for an initial term of 3 years extendible in increments to be agreed at the option of the Authority to a maximum of 5 years.
II.2.10)Information about variants
II.2.11)Information about options
Additional elections, by-elections or referenda may be required over the course of the contract which would increase the requirements for both printing and distribution as volumes would be subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
II.2.13)Information about European Union funds
II.2.1)Title:
Printing and Mailing of Invitations to Register and Household Enquiry Forms
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
Lot 2 covers the printing and mailing of Invitations to Register (ITR’s) and Household Enquiry Forms (HEFs).
The Authority anticipates issuing approximately 3 000 ITRs every 3 weeks though there will be some variation in volume and frequency. It is expected that the total number of ITRs will be approximately 40 000 items per annum.
The contract will also cover the production and mailing of HEFs (the Authority has approximately 90 000 properties).
The volumes used in the specification are indicative and are subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
All data must be exchanged via a secure channel such as an SFTP and the successful supplier will be required to sign a data processing agreement.
In letting the contract the Authority will run the procurement process in line with the following programme:
Tender deadline for Clarification — 31.10.2017
Tender submission deadline — 23.11.2017
Contract Award — 20.12.2017
Contract Commencement — 2.1.2018.
II.2.5)Award criteria
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
The contract will commence 2.1.2018 and will run for an initial term of 3 years extendible in increments to be agreed at the option of the Authority to a maximum of 5 years.
II.2.10)Information about variants
II.2.11)Information about options
Additional elections, by-elections or referenda may be required over the course of the contract which would increase the requirements for both printing and distribution as volumes would be subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.7)Conditions for opening of tenders
Each lot will be evaluated separately.
Section VI: Complementary information
VI.1)Information about recurrence
January 2020.
VI.4.1)Review body
The Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000Internet address:https://www.justice.gov.uk/
VI.5)Date of dispatch of this notice:
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