Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
Crawley Borough Council
Town Hall,The Boulevard
CRAWLEY
RH101UZ
UK
Telephone: +44 1403215299
E-mail: procurement@crawley.gov.uk
NUTS: UKJ28
Internet address(es)
Main address: https://crawley.gov.uk/
Address of the buyer profile: https://www.sesharedservices.org.uk/esourcing
I.1) Name and addresses
Horsham District Council
Parkside, Chart Way
Horsham
RH12 1RL
UK
Telephone: +44 1403215299
E-mail: procurement@horsham.gov.uk
NUTS: UKJ28
Internet address(es)
Main address: https://www.horsham.gov.uk/
Address of the buyer profile: https://www.sesharedservices.org.uk/esourcing
I.1) Name and addresses
Mid Sussex District Council
Oaklands Road
Haywards Heath
RH16 1SS
UK
Telephone: +44 1403215299
E-mail: procurement@horsham.gov.uk
NUTS: UKJ28
Internet address(es)
Main address: https://www.midsussex.gov.uk/
Address of the buyer profile: https://www.sesharedservices.org.uk/esourcing
I.1) Name and addresses
Mole Valley District Council
9 Reigate Road
Dorking
RH4 1SJ
UK
Telephone: +44 1403215299
E-mail: procurement@horsham.gov.uk
NUTS: UKJ26
Internet address(es)
Main address: https://www.molevalley.gov.uk/
Address of the buyer profile: https://www.sesharedservices.org.uk/esourcing
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
Additional information can be obtained from the abovementioned address
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
Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail
II.1.2) Main CPV code
79800000
II.1.3) Type of contract
Services
II.1.4) Short description
Crawley Borough Council (lead procuring authority), Horsham District Council, Mid Sussex District Council and Mole Valley District Council each require a long term agreement, commencing 1st April 2024, for the provision of electoral print services.
Each Participating Authority's contract will include for all the printing requirements of each Council's elections department, including but not limited to the poll cards and ballot papers for elections, the annual canvass exercises and for some Councils the Household notification letters.
The appointed supplier will also be responsible for sourcing the materials to be printed on (card/paper etc.) and will be responsible for overseeing the posting/mailing requirements. It is anticipated that the postal element will be subcontracted by the appointed supplier but they will remain responsible for managing and overseeing this element.
The appointed supplier must be capable of integrating with each Council's Election Management System; both their current system and their future system in the event Councils change their systems during the lifetime of their contracts.
Each participating authority requires a contract lasting six years, up to 31st March 2030, with no extension options built in. This tender will have four independently awardable lots (one for each Council's contract).
It is the intention of participating authorities to go out to open tender collaboratively.
II.1.5) Estimated total value
Value excluding VAT:
3 300 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.2) Description
Lot No: 1
II.2.1) Title
Lot A) Crawley Borough Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79823000
79824000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Crawley Borough Council's Elections Department.
Lot No: 2
II.2.1) Title
Lot B) Horsham District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79823000
79824000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Horsham District Council's Elections Department.
Lot No: 3
II.2.1) Title
Lot C) Mid Sussex District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79823000
79824000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Mid Sussex District Council's Elections Department.
Lot No: 4
II.2.1) Title
Lot D) Mole Valley District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79823000
79824000
II.2.3) Place of performance
NUTS code:
UKJ26
II.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Mole Valley District Council's Elections Department.
II.3) Estimated date of publication of contract notice:
12/09/2023
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
At this time the Participating Authorities are reviewing all current and anticipated requirements and preparing documents for open tendering. If you have any questions about this upcoming tendering opportunity, please contact the shared procurement service at procurement@horsham.gov.uk
VI.5) Date of dispatch of this notice
04/08/2023