Supply of Election Services

Supply of Election Services

Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers; Absent Vote Personal Identifier Verification System.

UK-Dundee: bespoke printed matter

2012/S 196-322288

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Tayside Procurement Consortium
Dundee House, 50 North Lindsay Street
For the attention of: Rhonda McKay
DD1 1NZ Dundee
UNITED KINGDOM
Telephone: +44 1382433185

Internet address(es):

General address of the contracting authority: http://www.taysideprocurement.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12382

Further information can be obtained from: via PCS Q&A on advert
UNITED KINGDOM
Telephone: +44 1382433185
Internet address: http://www.taysideprocurement.gov.uk

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: Tayside Procurement Consortium
C/o Contracts House, 1 Soutar Street
For the attention of: Head of Procurement
DD3 8SS Dundee
UNITED KINGDOM
Telephone: +44 1382433185
Internet address: http://www.taysideprocurement.gov.uk

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

Angus Council

Dundee City Council

Perth and Kinross Council

Section II: Object of the contract

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

Supply/Provision of Election Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Tayside.
NUTS code UKM2

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The Purchasers are looking to procure the following:
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers; Absent Vote Personal Identifier Verification System.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=241576.

II.1.6)Common procurement vocabulary (CPV)

22458000, 22821000, 30141000, 30210000, 30216130

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

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

During the period of the contract the Purchaser expects to require services for the following elections:
2013 – Currently there are no planned elections, however this may be subject to change
2014 – European Parliamentary Election, possible Referendum
2015 – UK Parliamentary Election
Possible activity in 2016 and 2017, subject to the Purchaser agreeing an extension:
2016 – Scottish Parliamentary Election
2017 – Local Government Elections (this is subject to any other negotiated contracts agreed by Scottish Government or Election Management Board for Scotland, with any Scottish Government or Election Management Board for Scotland contract taking precedence over this contract for the provision of electoral services or part thereof for Local Government Elections)
Estimated value excluding VAT:
Range: between 500 000 and 800 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Purchaser shall have the option to extending the contract (either singly or in phases) for a further period (or periods) of up to two years after the expiry of the term. Where the option to extend is exercised, the Purchaser shall be entitled to terminate the Contract at any time during the extended period upon giving the Supplier three months notice in writing of its intention to terminate the contract.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
II.3)Duration of the contract or time limit for completion

Starting 2.1.2013. Completion 31.12.2015

Information about lots

Lot No: 1 Lot title: Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers

1)Short description

— The printing of all ballot papers (including ordinary, tendered and postal ballot papers) for all elections and referenda held during the Contract Period,
— The printing of postal voting packs (including postal ballot paper(s), outer envelope addressed to the postal voter, envelope A, envelope B, postal voting statement and instruction sheet) and associated issuing functions including the collation, quality checking, sealing and posting of packs via Royal Mail or other postal provider of first class postal services for all elections and referenda during the Contract Period.
2)Common procurement vocabulary (CPV)

22458000, 22821000

3)Quantity or scope

For all Elections Timetables within the duration of the contract.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Absent Vote Personal Identifier Verification System

1)Short description

— A Service to verify absent vote personal identifiers on postal votes.
2)Common procurement vocabulary (CPV)

30216130, 30210000

3)Quantity or scope

For all Elections taken place throughout the duration of the contract.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Combination of provision for both Lot 1 and 2

1)Short description

— The printing of all ballot papers (including ordinary, tendered and postal ballot papers) for all elections and referenda held during the Contract Period,
— The printing of postal voting packs (including postal ballot paper(s), outer envelope addressed to the postal voter, envelope A, envelope B, postal voting statement and instruction sheet) and associated issuing functions including the collation, quality checking, sealing and posting of packs via Royal Mail or other postal provider of first class postal services for all elections and referenda during the Contract Period,
— A Service to verify absent vote personal identifiers on postal votes.
2)Common procurement vocabulary (CPV)

22458000, 22821000, 30216130, 30210000

3)Quantity or scope

For all Election taken place throughout the duration of the contract.
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: no
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
All candidates will e required to provide a statement, covering the 2 previous financial years including details of any significant changes since the last year end.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(3) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(4) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(5) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;
(6) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(7) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(8) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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

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 below

1. Price. Weighting 30

2. Quality. Weighting 70

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:

TPC/ELECT/12/02
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 64-103765 of 28.3.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 5.11.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

14.11.2012 – 12:00
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

Duration in months: 4 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 14.11.2012 – 15:00
Place:

Dundee House.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

(SC Ref:241576).
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

Scottish Courts Service
Saughton House Broomhouse Drive
EH11 3XD Edinburgh
UNITED KINGDOM
E-mail: enquires@scotscourt.gov.uk
Telephone: +44 1312252595
Internet address: http://www.scotscourts.gov.uk/index.asp
Fax: +44 1312406755

VI.5)Date of dispatch of this notice:9.10.2012