Electoral and Council Tax Printing and Fulfilment

Electoral and Council Tax Printing and Fulfilment

Electoral Services and Council Tax Annual Billing.

United Kingdom-Coventry: Printing and related services

2013/S 148-257660

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Coventry City Council
Council House, Earl Street
For the attention of: Sheree Wesson
CV1 5RR Coventry
UNITED KINGDOM
Telephone: +44 2476833758
E-mail: sheree.wesson@coventry.gov.uk

Internet address(es):

General address of the contracting authority: www.coventry.gov.uk/procurement

Address of the buyer profile: www.csw-jets.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

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

Solihull Metropolitan Borough Council, www.csw-jets.co.uk, www.westmidlandsiep.gov.uk

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

CSW – COV – Electoral Services and Council Tax Annual Billing
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
NUTS code UKG

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
maximum number of participants to the framework agreement envisaged: 6
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 600 000 and 2 000 000 GBP

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

This framework is for the electoral services including personalisation, printing and direct mailing and a complete annual billing service for the printing and mailing of Council Tax and NNDR annual bills and the housing benefit and council tax support notification letters.
II.1.6)Common procurement vocabulary (CPV)

79800000, 22450000, 79820000, 22000000, 72314000, 22458000, 72310000, 79824000, 22821000, 22900000, 79823000, 79811000, 79810000, 22820000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more 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:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.11.2013. Completion 21.10.2015

Information about lots

Lot No: 1 Lot title: Ballot papers and postal vote packs

1)Short description

For Local Elections, Parliamentary Elections, European Parliamentary elections and other Referenda – ballot papers and postal vote packs.
2)Common procurement vocabulary (CPV)

79800000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Poll cards

1)Short description

Poll cards (required for all elections).
2)Common procurement vocabulary (CPV)

79800000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Register of Electors annual canvass printing

1)Short description

Register of Electors annual canvass printing.
2)Common procurement vocabulary (CPV)

79800000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Annual Billing

1)Short description

Council Tax Annual Billing requirements.
2)Common procurement vocabulary (CPV)

79800000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See tender document.
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: See tender document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See tender document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See tender document.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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
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:

PROJECT – 00000458.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

9.9.2013
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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
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

This tender is initially for Coventry City Council for Electoral Services and Council Tax Annual Billing and for Solihull Metropolitan Borough Council for Electoral Services.
There is an option for other West Midlands authorities to utilise this framework at a later date but no commitment has been given.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:30.7.2013