CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

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

Supply of Annual Canvass Forms

2.2

Description of the goods or services required

Caerphilly County Borough Council are seeking tender bids for the Supply of Annual Canvass Forms for the annual canvassing registration project. It is the Council's intention to provide letter templates and addresses to the successful supplier following the award of contract. The supplier will then be required to print out the information and issue the relevant letters to the Council's residents.

Further technical information can be found in the tender documentation on the Proactis Portal e-tendering system.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=81199.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The contract period is for two years from 01 July 2018 to 30 June 2020 with an option to extend for up to a further period of 12 months.

It is envisaged that the Council will use the following forms per annum: 9,000 Blank Housing Enquiry Forms, 79,000 Pre-populated Housing Enquiry Forms, 15,000 Individual Registration Forms.

Bidders shall note that the above quantities are estimates and may be subject to change.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Tenderers are required to provide evidence that they hold at least £5,000,000.00 Public and Employers Liability Insurance.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS1693/18/JT

4.3

Time Limits

4.5

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

CY - Cymraeg

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.

(WA Ref:81199)

5.2

Additional Documentation

5.3

Publication date of this notice