Copeland Borough Council Electoral Printing Services Tender

Copeland Borough Council Electoral Printing Services Tender

The contract will be for the printing and supply of ballot papers.

United Kingdom-Whitehaven: Digital printing services

2018/S 107-244171

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Copeland Borough Council
Copeland Borough Council, The Copeland Centre
CA28 7SJ
United Kingdom
Contact person: Miss Leanne Birkett
Telephone: +44 1946598526
Fax: +44 1946598311
NUTS code: UKD11
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


Access to the procurement documents is restricted. Further information can be obtained at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

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


Electoral Printing Services

Reference number: DN345132

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Copeland Borough Council is seeking to appoint a service provider for the provision of all electoral printing services to the Council. The contract will be for the printing and supply of ballot papers, poll cards and postal ballot packs, including making up and despatch of packs to electors, for Parliamentary and Local elections and local and national referendums. Printing and despatch of all annual canvass forms including HEF’s, ITR’s, Confirmation / Review letters, and associated work.

The service provider must have the necessary expertise and capacity to deliver major projects to tight timescales, and must be familiar with and be able to meet the required standards of the relevant professional and/or regulatory bodies including the Electoral Commission.

II.1.5)Estimated total value

Value excluding VAT: 320 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKD11

II.2.4)Description of the procurement:

1) Artwork and Proofing:

All stationery and materials provided shall be supplied in compliance with legislation, dates and times provided.

Proofing is a key requirement for this contract, and proofs must be signed off by the Authority before printing. Live proofs shall be provided as required.

Printing or production should not proceed until approval has been received.

All stored and printed data must follow all legal requirements including the provisions of current Data Protection Legislation covering digital and hard copy content.

2) Printing Requirements:

The successful supplier will be required to print the materials outlined from data supplied by the local authority’s electoral registration software.

Production and printing may include but not be limited to:

a) Poll Cards: printing of poll cards, proxy poll cards and postal poll cards;

b) Postal Vote: printing of postal vote statement and instructions for postal voters including outer envelope, return envelope and ballot paper envelope;

c) Ballot Papers: printing of ballot papers;

d) Register of Electors: printing of registers and polling station registers;

e) HEF Canvass Forms: printing of initial, reminder and final reminder forms, to also include outer envelope, return envelope and leaflet.

f) ITR Canvass Forms: printing of initial, reminder and doorstep canvass forms to also include outer envelope and return envelope;

g) Household Notification Letter (HNL): printing of HNL letters, to include outer envelope;

h) Individual Electoral Registration (IER) Correspondence: printing of all letters and application;

i) Mayoral Booklet: provide a Candidates Address Booklet to be sent to every elector entitled to vote at the election.

3) Mailing:

All Envelopes must be prepared in accordance with Royal Mail requirements unless otherwise requested by the Authority. It is the Supplier(s) responsibility to arrange for accreditation of the outgoing and return envelopes by Royal Mail.

4) Election timetable:

The Elections currently scheduled to take place during the next three to 4 years are as follows:

2019 — Borough, Mayoral and Parish Elections (May);

2020 — Police and Crime Commission Election (May);

2021 — County Council Elections (May);

2022 — Parliamentary General Election (May).

5) Technology:

Supplier(s) must be able to interface with all election software systems available and being utilised. The Authority is currently utilising Idox (Halarose). Also, our adjoining authority from whom we take data from for the purpose of Parliamentary Election are currently on Democracy Counts.

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: 320 000.00 GBP

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

Duration in months: 48
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

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
III.1.3)Technical and professional ability
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.1.1)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: no
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: 06/07/2018
Local time: 12:00
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:

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

IV.2.7)Conditions for opening of tenders

Date: 06/07/2018
Local time: 13:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Copeland Borough Council
The Copeland Centre, Catherine Street
United Kingdom
Telephone: +44 1946598526
Fax: +44 1946598311Internet address:
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: