Printing and Mailing of Election and Voter Registration Materials

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

Portsmouth City Council
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
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

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:

Printing and Mailing of Election and Voter Registration Materials.

Reference number: P00002811

II.1.2)Main CPV code

79800000

II.1.3)Type of contract

Services

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

Value excluding VAT: 1 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
II.2)Description

II.2.1)Title:

Election Printing and Mailing

Lot No: 1

II.2.2)Additional CPV code(s)

79824000

II.2.3)Place of performance

NUTS code: UKJ31

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

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 625 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

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

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of 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.2.12)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
II.2)Description

II.2.1)Title:

Printing and Mailing of Invitations to Register and Household Enquiry Forms

Lot No: 2

II.2.2)Additional CPV code(s)

79820000
79824000

II.2.3)Place of performance

NUTS code: UKJ31

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

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 375 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

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

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of 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.2.12)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

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.2.1)Information about a particular profession
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: 23/11/2017
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

IV.2.7)Conditions for opening of tenders

Date: 23/11/2017
Local time: 17:00
Place:

Each lot will be evaluated separately.

Section VI: Complementary information

VI.1)Information about recurrence

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

January 2020.

VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

The High Court of Justice
The Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000Internet address:https://www.justice.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:

23/10/2017

 

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