Supply Absent Vote Identifier Checking System

Supply Absent Vote Identifier Checking System

Provision, installation and configuration of a fully-functioning on-site, Absent Vote Identifier Checking System including training and ongoing support and maintenance. Import of ERO data from on-site server to system database will also be required.

CONTRACT NOTICE – NATIONAL
SUPPLIES

1 Authority Details

1.1

Authority Name and Address


West Lothian Council

Corporate Procurement Unit, West Lothian Civic Centre, Howden South Road,

Livingston

EH54 6FF

UK

Mark Duignan

+44 1506281813

mark.duignan@westlothian.gov.uk

+44 1506281325
http://www.westlothian.com/councilcontracts
www.publictendersscotland.publiccontractsscotland.gov.uk
www.publictendersscotland.publiccontractsscotland.gov.uk

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Absent Vote Identifier Checking System

2.2

Description of the goods or services required

Provision, installation and configuration of a fully-functioning on-site, Absent Vote Identifier Checking System including training and ongoing support and maintenance. Import of ERO data from on-site server to system database will also be required.

This system will be required to cater for all election types within the contract term – European Election, Referendum, General Election, Scottish Parliamentary Election and Local Government Elections.

This requirement is being tendered as a public sector procurement exercise in compliance with EU Regulations. The council seeks bids for the replacement of an existing system. Evaluation of all bids received will establish the most economically advantageous solution which includes continued use of the existing system.

NOTE: The authority is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required

To access PCS-Tender, record your interest in this notice and access the tender documentation please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk and search for project Code project_99 within the appropriate area.

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

2.3

Notice Coding and Classification

271300 Maintenance – Information Communication Technology
271500 Services – Information Communication Technology
271600 Software

160 Edinburgh & Lothians

2.4

Total quantity or scope of tender

One system, fully commissioned at West Lothian Civic Centre, Livingston.

Three users (currently) with cabability to add more.

Off-site capabability is an additional requirement.

Comprehensive support and maintenance including legislative updates/upgrades.

Capacity Required:

West Lothian has an electorate of approximately 125,000, with nearly 20,000 postal voters for European, Scottish Parliament and Council elections. For Westminster Parliamentary elections, West Lothian shares a constituency with Falkirk Council, and this brings the total electorate for elections of this type to approximately 150,000, with around 25,000 postal voters.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Proposed systems must have a proven track record in other public sector organisations.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

CC3076

4.3

Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
15-11-2013  Time  12:00

c) Estimated award date 04-12-2013

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Currently three users undertake the postal voting comparison task simultaneously using computers held within the Council offices during the electoral process. These computers would also be used during the election count which would take place at a location remote from the Council offices.

The software will be required to fulfil the following:

(1) provide the statutory Marked Postal Voters and Postal Proxy Voters list (ie a register of electors who have returned the postal voting statement),

(2) provide a list of any ballot papers which are not accompanied by a valid postal voting statement,

(3) provide a list of any ballot papers which are not received with the postal voting statement,

(4) provide a list of rejected postal voting statements and the reasons for rejection;

The Marked Postal Voters List, which will be open to public scrutiny after the election, will require to be updated every day during the electoral process and the information contained therein must be capable of being exported.

Support & Maintenance

The Council will also require a suitable level of help and support in case of system difficulties during the election process. This support may be required outwith normal office hours during an election period. Bidders must be aware that a short time response will be expected and that during national or general elections there may be competing pressure for response from other Councils

Suppliers are invited to supply bid for the provision of an absent vote identifier checking system to cover all aspects of the provision of the system.

(SC Ref:283038)

5.2

Additional Documentation

5.3

Publication date of this notice

01-11-2013