Thurrock Council Electoral Printing Tender

Thurrock Council Electoral Printing Tender

Thurrock Council electoral services is seeking tenders for print services from suitably experienced companies for design and production of election printing and canvassing printing.

United Kingdom-Grays: Electoral forms

2020/S 134-331335

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Thurrock Council
Postal address: Civic Offices, New Road, Grays, Essex RM17 6SL
Town: Grays
NUTS code: UKH32 Thurrock
Postal code: RM17 6SL
Country: United Kingdom
Contact person: Margaret Gozna
E-mail: procurement@thurrock.gov.uk
Telephone: +44 1375652401
Internet address(es):Main address: www.thurrock.gov.uk

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://www.thurrock.gov.uk/sites/default/files/assets/documents/supplier-registration-guide-v02.pdf
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.thurrock.gov.uk/sites/default/files/assets/documents/supplier-registration-guide-v02.pdf

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

Reference number: PS-2020-063

II.1.2)Main CPV code

22821000 Electoral forms

II.1.3)Type of contract

Supplies

II.1.4)Short description:

Thurrock Council electoral services is seeking tenders for print services from suitably experienced companies for design and production of election printing and canvassing printing. It is not considering print management companies.

The contract term is 4 years with the option to extend for up to a further 12 months.

II.1.5)Estimated total value

Value excluding VAT: 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKH32 Thurrock
Main site or place of performance:

Thurrock Council, Civic Offices, New Road Grays, Essex, ENGLAND, RM17 6SL.

II.2.4)Description of the procurement:

This will be a two-stage restricted tender. The first stage will comprise of pre-qualification questions (PQQ) together with some further questions about resources (staff skills and competencies), support technology and equipment and quality assurance systems.

Bidders shortlisted will then be invited to the second stage, which will include a range of quality questions relating to the requirements of Thurock’s electoral services team. 49 councillors are elected by thirds every year. A fallow year (no local election) then occurs. Number of wards = 20, typically 16-17 wards are elected per year for a local election (unless a combined election):

• South Basildon and East Thurrock constituency — 18 000 properties, 34 000 electors;

• Thurrock constituency — 52 000 properties, 90 000 electors;

• total properties = 70 102;

• total electors = 123 329.

The typical election schedule is detailed below and Thurrock participates in national elections: parliamentary elections and referendum, plus local by-elections. As a unitary authority we do not participate in county council elections.

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: 25 000 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The need for printing electoral materials is an ongoing requirement. The contract will run initially for 4 years with the option to extend for a further 12 months, during which time it will be retendered.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 3
Maximum number: 8
Objective criteria for choosing the limited number of candidates:

Need for bidders to understand the electoral process and the specialist nature of this printing and have staff who are suitably knowledgeable and trained in this niche aspect of forms printing, should limit number of submissions.

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

N.B. The Council can only accept online tenders. Therefore bidders need to register as a prospective supplier on oracle by visiting the Council’s website and following the links to business and supplying goods and services to the Council — Contract Opportunities —How to apply.

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

List and brief description of conditions:

Electoral printing is a specialist area, where observation of data security and GDPR is essential. Although bidders do not have to be members of associations such as the association of electoral administrators or similar, it is important that bidders understand fully the requirements of this type of printing and distribution.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted 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: 09/08/2020
Local time: 13:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 01/09/2020

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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: Thurrock Council
Town: Grays
Postal code: RM17 6SL
Country: United Kingdom
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:

09/07/2020