Electoral Printing Tender Wokingham

Electoral Printing Tender Wokingham

Lot 1: Election Printing – to cover all elections and referenda.

United Kingdom-Wokingham: Printing services

2019/S 220-540007

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Wokingham Borough Council
Postal address: Civic Offices, Shute End
Town: Wokingham
NUTS code: UKJ11
Postal code: RG40 1BN
Country: United Kingdom
Contact person: Mr R. Turner
E-mail: R.Turner@wokingham.gov.uk
Telephone: +44 1189746000
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/Opportunities/Index?p=679bb2ba-7898-4a4c-b4e3-c8eb6a07a3dc&v=2
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Opportunities/Index?p=679bb2ba-7898-4a4c-b4e3-c8eb6a07a3dc&v=2

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:

Electoral Printing Services

Reference number: DN447025

II.1.2)Main CPV code

79810000

II.1.3)Type of contract

Services

II.1.4)Short description:

Wokingham Borough Council are inviting tenders for the provision of electoral printing services, covering all elections and referenda during the contract period and printing for registration purposes.

The tender is divided into three (3) lots:

Lot 1: Election Printing — to cover all elections and referenda;

Lot 2: Registration Printing — covering all printing for registration purposes;

Lot 3: Both of Lots 1 and 2 in a single integrated contract.

II.1.5)Estimated total value

Value excluding VAT: 280 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Election Printing

Lot No: 1

II.2.2)Additional CPV code(s)

79811000

II.2.3)Place of performance

NUTS code: UKJ11

II.2.4)Description of the procurement:

Wokingham Borough Council are inviting tenders for the provision of electoral printing services, covering all elections and referenda during the contract period and printing for registration purposes.

The tender is divided into three (3) lots:

Lot 1: election printing — to cover all elections and referenda.

WCB currently runs local elections by thirds, meaning we have elections on 3 consecutive years with a fallow year in the 4th year, before the cycle starts again. There are also scheduled national elections taking place during the period and the possibility of snap national elections and by-elections in any of our Borough wards or parishes.

There is a high level of residential development going on across the Borough, such that our electorate/councillor ratios will soon trigger a boundary review. The number of wards and the frequency of our scheduled elections may therefore be subject to change during the lifetime of this contract.

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: 120 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

1 option to extend the contract for up to 24 months.

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
II.2)Description

II.2.1)Title:

Registration Printing

Lot No: 2

II.2.2)Additional CPV code(s)

79811000

II.2.3)Place of performance

NUTS code: UKJ11

II.2.4)Description of the procurement:

Wokingham Borough Council are inviting tenders for the provision of electoral printing services, covering all elections and referenda during the contract period and printing for registration purposes.

The tender is divided into three (3) lots:

Lot 2: registration printing — covering all printing for registration purposes.

The electoral register is currently updated on an annual basis, whereby every property needs to be sent a Household Enquiry Form (HEF), through 3 stages of canvass. In accordance with regulation, we also issue ‘Invitation to Register’ forms to potential new registrants on a weekly basis.

Proposals to make the canvass process more cost effective are currently being considered by Central Government. Printing requirements for HEF’s in the future are expected to be based on data matching, with only those properties that have not been matched being sent a form. The impact of this is that we expect the HEF requirements to reduce substantially, although we believe there may be a requirement to send a communication to matched households to confirm whom we have registered.

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: 160 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

1 option to extend the contract for up to 24 months.

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
II.2)Description

II.2.1)Title:

Combined Contract for Election and Registration Printing

Lot No: 3

II.2.2)Additional CPV code(s)

79811000

II.2.3)Place of performance

NUTS code: UKJ11

II.2.4)Description of the procurement:

Wokingham Borough Council are inviting tenders for the provision of electoral printing services, covering all elections and referenda during the contract period and printing for registration purposes.

The tender is divided into three (3) lots:

Lot 3: both of Lot 1: Election Printing and Lot 2: Registration Printing.

In a single integrated contract.

WCB currently runs local elections by thirds, meaning we have elections on 3 consecutive years with a fallow year in the 4th year, before the cycle starts again. There are also scheduled national elections taking place during the period and the possibility of snap national elections and by-elections in any of our Borough wards or parishes.

There is a high level of residential development going on across the Borough, such that our electorate/councillor ratios will soon trigger a boundary review. The number of wards and the frequency of our scheduled elections may therefore be subject to change during the lifetime of this contract.

The electoral register is currently updated on an annual basis, whereby every property needs to be sent a Household Enquiry Form (HEF), through 3 stages of canvass. In accordance with regulation, we also issue ‘Invitation to Register’ forms to potential new registrants on a weekly basis.

Proposals to make the canvass process more cost effective are currently being considered by Central Government. Printing requirements for HEF’s in the future are expected to be based on data matching, with only those properties that have not been matched being sent a form. The impact of this is that we expect the HEF requirements to reduce substantially, although we believe there may be a requirement to send a communication to matched households to confirm whom we have registered.

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: 280 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

1 option to extend the contract for up to 24 months.

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)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: 13/12/2019
Local time: 14:00
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

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 13/12/2019
Local time: 14:30
Place:

The electronic lockbox provided by the portal will be opened at WBC Civic Offices, Shute End, Wokingham, berkshire, RG40 1BN.

Information about authorised persons and opening procedure:

The lockbix seal will be broken by the Project Manager for this tender: Richard Turner, senior procurement specialist.

Section VI: Complementary information

VI.1)Information about recurrence

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

Subject to the allowed extension option being enacted, a new procurement procedure will be undertaken approximately 6 months prior to the end of this contract/these contracts; that is: August 2022 or August 2024 as appropriate.

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

VI.4.1)Review body

Official name: High Court of Justice of England and Wales
Postal address: 7 Rolls Buildings, Fetter Lane
Town: London
Postal code: EC4A 1NL
Country: United Kingdom
Telephone: +44 2079477156
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The relevant deadlines depend on the specific nature of the remedies required and are defined in Regulations 93 and 94 of the Public Contracts Regulations 2015.

VI.4.4)Service from which information about the review procedure may be obtained

Official name: The Cabinet Office
Postal address: 70 Whitehall
Town: London
Postal code: SW1A 2AS
Country: United Kingdom

VI.5)Date of dispatch of this notice:

12/11/2019