Contract notice
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://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.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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.1.5) Estimated total value
Value excluding VAT:
4 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
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
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:
650 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2024
End:
31/03/2030
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
The procurement documents can be accessed at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
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:
1 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2024
End:
31/03/2030
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
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:
1 800 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2024
End:
31/03/2030
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
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:
600 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2024
End:
31/03/2030
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
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.2) Conditions related to the contract
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
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 000-022818
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
27/11/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
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
Date:
27/11/2023
Local time: 12:05
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
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
16/10/2023