Contract award notice
Results of the procurement procedure
Section I: Contracting
authority
I.1) Name and addresses
Portsmouth City Council
Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square
Portsmouth
PO1 2AL
UK
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS: UKJ31
Internet address(es)
Main address: https://www.portsmouth.gov.uk/ext/business/business.aspx
Address of the buyer profile: https://www.portsmouth.gov.uk/ext/business/business.aspx
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
Printing and Mailing of Election and Voter Registration Materials
Reference number: P00002811
II.1.2) Main CPV code
79800000
II.1.3) Type of contract
Services
II.1.4) Short description
Portsmouth City Council (the Council) has awarded contracts for the printing and mailing of election and voter registration materials.
The contracts commenced on 1.1.2018 and will run for an initial period of 3 years extendable in increments to be agreed at the option of the Council to a maximum of 5 years.
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.1.7) Total value of the procurement
Value excluding VAT:
363 000.00
GBP
II.2) Description
Lot No: 1
II.2.1) Title
Election Printing and Mailing
II.2.2) Additional CPV code(s)
79824000
II.2.3) Place of performance
NUTS code:
UKJ31
II.2.4) Description of the procurement
Lot 1 comprises of the production of around 145 000 poll cards, 150 000 ballot papers and 24 000 postal vote packs and the mailing of poll cards for each of the Council's elections, by-elections or referenda over the term of the contract. The figures used are indicative and are subject to amendment.
During the contract term these are the scheduled elections:
May 2018: City Council Elections.
May 2019: City Council Elections.
May 2020: City Council Elections.
May 2021: No scheduled Elections.
May 2022: UK Parliamentary and City Council Elections.
In addition the contract is required to cover any non-scheduled elections that may be required, such as:
— UK Parliamentary, City Council or Police and Crime Commissioner by-election,
— a snap general election,
— a national referendum,
— a European Parliamentary election,
— a neighbourhood planning referendum,
— a City Council Mayoral or regional Mayoral election (including by-elections) which may come into force during the contract period.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 60 %
Cost criterion: Cost
/ Weighting: 40 %
II.2.11) Information about options
Options:
Yes
Description of options:
Additional elections, by-elections or referenda may be required over the course of the contract which would increase the requirements for both printing and distribution as volumes would be subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
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: 2
II.2.1) Title
Printing and Mailing of Invitations to Register and Household Enquiry Forms
II.2.2) Additional CPV code(s)
79820000
79824000
II.2.3) Place of performance
NUTS code:
UKJ31
II.2.4) Description of the procurement
Lot 2 covers the printing and mailing of Invitations to Register (ITR's) and Household Enquiry Forms (HEFs).
The Council anticipates issuing approximately 3 000 ITRs every 3 weeks though there will be some variation in volume and frequency. It is expected that the total number of ITRs will be approximately 40 000 items per annum.
The contract will also cover the production and mailing of HEFs (the Council has approximately 90 000 properties).
The volumes used are indicative and are subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 40 %
Cost criterion: Cost
/ Weighting: 60 %
II.2.11) Information about options
Options:
Yes
Description of options:
Additional elections, by-elections or referenda may be required over the course of the contract which would increase the requirements for both printing and distribution as volumes would be subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.
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:
2017/S 204-421082
Section V: Award of contract
Lot No: 1
Contract No: 1
Title: Election Printing and Mailing
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
20/12/2017
V.2.2) Information about tenders
Number of tenders received: 9
Number of tenders received by electronic means: 9
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Financial Data Management Plc
7 Electra Business Park, Bidder Street
London
E16 4ES
UK
NUTS: UKI4
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 165 000.00
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: 2
Contract No: 2
Title: Printing and Mailing of Invitations to Register and Household Enquiry Forms
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
20/12/2017
V.2.2) Information about tenders
Number of tenders received: 9
Number of tenders received by electronic means: 9
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Financial Data Management Plc
7 Electra Business Park, Bidder Street
London
E16 4ES
UK
NUTS: UKI4
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 198 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
UK
Telephone: +44 2079476000
Internet address(es)
URL: https://www.justice.gov.uk/
VI.5) Date of dispatch of this notice
12/03/2018