Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
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://in-tendhost.co.uk/sesharedservices/aspx/Home
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://in-tendhost.co.uk/sesharedservices/aspx/Home
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://in-tendhost.co.uk/sesharedservices/aspx/Home
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://in-tendhost.co.uk/sesharedservices/aspx/Home
I.2) Joint procurement
The contract involves joint procurement
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).
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.1.7) Total value of the procurement
Value excluding VAT:
4 000 000.00
GBP
II.2) Description
Lot No: A
II.2.1) Title
Lot A: Crawley Borough Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79810000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This Lot is for all Electoral Print and Mail requirements of Crawley Borough Council.
II.2.5) Award criteria
Quality criterion: Key Staff Resources
/ Weighting: 6%
Quality criterion: Contract Management and Key Performance Indicators
/ Weighting: 6%
Quality criterion: Total Quality Management
/ Weighting: 10%
Quality criterion: Business Continuity and Supply Chain Resilience
/ Weighting: 10%
Quality criterion: CBC Social Value Principle (1)
/ Weighting: 4%
Quality criterion: CBC Social Value Principle (2)
/ Weighting: 4%
Quality criterion: CBC Social Value Principle (3)
/ Weighting: 4%
Quality criterion: CBC Social Value Principle (4)
/ Weighting: 4%
Quality criterion: CBC Data Transfer
/ Weighting: 4%
Quality criterion: CBC Storage, Transport and Delivery Method Statement
/ Weighting: 8%
Price
/ Weighting:
40%
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: B
II.2.1) Title
Lot B: Horsham District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79810000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Horsham District Council.
II.2.5) Award criteria
Quality criterion: Key Staff Resources
/ Weighting: 6%
Quality criterion: Contract Management and Key Performance Indicators
/ Weighting: 6%
Quality criterion: Total Quality Management
/ Weighting: 10%
Quality criterion: Business Continuity and Supply Chain Resilience
/ Weighting: 10%
Quality criterion: HDC Sustainable Procurement Priority (1)
/ Weighting: 4%
Quality criterion: HDC Sustainable Procurement Priority (2)
/ Weighting: 4%
Quality criterion: HDC Sustainable Procurement Priority (3)
/ Weighting: 4%
Quality criterion: HDC Sustainable Procurement Priority (4)
/ Weighting: 4%
Quality criterion: HDC Data Transfer
/ Weighting: 4%
Quality criterion: HDC Storage, Transport and Delivery Method Statement
/ Weighting: 8%
Price
/ Weighting:
40%
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: C
II.2.1) Title
Lot C: Mid Sussex District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79810000
II.2.3) Place of performance
NUTS code:
UKJ28
II.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Mid Sussex District Council
II.2.5) Award criteria
Quality criterion: Key Staff Resources
/ Weighting: 6%
Quality criterion: Contract Management and Key Performance Indicators
/ Weighting: 6%
Quality criterion: Total Quality Management
/ Weighting: 10%
Quality criterion: Business Continuity and Supply Chain Resilience
/ Weighting: 10%
Quality criterion: MSDC Sustainable Economy Strategy Commitments
/ Weighting: 16%
Quality criterion: MSDC Data Transfer
/ Weighting: 4%
Quality criterion: MSDC Storage, Transport and Delivery Method Statement
/ Weighting: 8%
Price
/ Weighting:
40%
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: D
II.2.1) Title
Lot D: Mole Valley District Council Electoral Print and Mail
II.2.2) Additional CPV code(s)
79810000
II.2.3) Place of performance
NUTS code:
UKJ26
II.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Mole Valley District Council
II.2.5) Award criteria
Quality criterion: Key Staff Resources
/ Weighting: 6%
Quality criterion: Contract Management and Key Performance Indicators
/ Weighting: 6%
Quality criterion: Total Quality Management
/ Weighting: 10%
Quality criterion: Business Continuity and Supply Chain Resilience
/ Weighting: 10%
Quality criterion: MVDC Sustainable Procurement Priority (1)
/ Weighting: 4%
Quality criterion: MVDC Sustainable Procurement Priority (2)
/ Weighting: 4%
Quality criterion: MVDC Sustainable Procurement Priority (3)
/ Weighting: 4%
Quality criterion: MVDC Sustainable Procurement Priority (4)
/ Weighting: 4%
Quality criterion: MVDC Data Transfer
/ Weighting: 4%
Quality criterion: MVDC Storage, Transport and Delivery Method Statement
/ Weighting: 8%
Price
/ Weighting:
40%
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-030434
Section V: Award of contract
Lot No: A
Contract No: 1
Title: Lot A: Crawley Borough Council Electoral Print and Mail
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/02/2024
V.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received from SMEs: 5
Number of tenders received by electronic means: 5
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Civica Election Services Limited
02263092
London
UK
NUTS: UKI3
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 817 930.20
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: B
Contract No: 2
Title: Lot B: Horsham District Council Electoral Print and Mail
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/02/2024
V.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 4
Number of tenders received by electronic means: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Civica Election Services Limited
02263092
London
UK
NUTS: UKI3
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 1 449 662.90
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: C
Contract No: 3
Title: Lot C: Mid Sussex District Council Electoral Print and Mail
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/02/2024
V.2.2) Information about tenders
Number of tenders received: 5
Number of tenders received from SMEs: 4
Number of tenders received by electronic means: 5
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Civica Election Services Limited
02263092
London
UK
NUTS: UKI3
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 1 308 857.00
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: D
Contract No: 4
Title: Lot D: Mole Valley District Council Electoral Print and Mail
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/02/2024
V.2.2) Information about tenders
Number of tenders received: 4
Number of tenders received from SMEs: 4
Number of tenders received by electronic means: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Civica Election Services Limited
02263092
London
UK
NUTS: UKI3
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 567 445.75
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
The Strand
London
UK
VI.5) Date of dispatch of this notice
13/02/2024