Section one: Contracting authority
one.1) Name and addresses
North Ayrshire Council
Cunninghame House,,
Irvine
KA12 8EE
Contact
Joanne McQuillan
joannemcquillan@north-ayrshire.gov.uk
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.north-ayrshire.gov.uk
Buyer's address
http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
one.1) Name and addresses
North Ayrshire Council
Cunninghame House, Friars Croft
Irvine
KA12 8EE
procurement@North-Ayrshire.gov.uk
Telephone
+44 1294310000
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.north-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
one.1) Name and addresses
South Ayrshire Council
County Buildings, Wellington Square
Ayr
KA7 1DR
procurement@south-ayrshire.gov.uk
Telephone
+44 3001230900
Country
United Kingdom
NUTS code
UKM94 - South Ayrshire
Internet address(es)
Main address
http://www.south-ayrshire.gov.uk/procurement/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00405
one.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
procurement@east-ayrshire.gov.uk
Telephone
+44 1563576183
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.east-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
one.2) Information about joint procurement
The contract involves joint procurement
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Pan Ayrshire Framework - Election Services & Postal Vote Management System
Reference number
NAC5068
two.1.2) Main CPV code
- 79810000 - Printing services
two.1.3) Type of contract
Services
two.1.4) Short description
The tender will facilitate the provision of the following services
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers
The printing of postal voting packs
Absent Vote Identifier Verification System
Project management
Customer helpdesk
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £475,561.02
two.2) Description
two.2.2) Additional CPV code(s)
- 79811000 - Digital printing services
- 22821000 - Electoral forms
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
- UKM94 - South Ayrshire
- UKM63 - Lochaber, Skye & Lochalsh, Arran & Cumbrae and Argyll & Bute
Main site or place of performance
North Ayrshire including Arran & Cumbrae
South Ayrshire
East Ayrshire
two.2.4) Description of the procurement
The Purchasers are looking to procure the following: (please note this list is not exhaustive)
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers (including ordinary, tendered and postal ballot papers) for all elections and referendums held during the
Contract Period
The printing of postal voting packs (including postal ballot paper(s), outer envelope addressed to the postal voter, envelope A, envelope B,
of packs via Royal Mail or other postal provider of first class postal services for all elections and referendums during the Contract Period. The supplier must be able to manage more than one electoral event being held on the same day.
Absent Vote Identifier Verification System
The system must electronically verify and adjudicate 100% of personal identifiers on postal voting statements and scan and match all
accompanying postal ballot papers ensuring that only valid ballot papers go forward to the election count.
Customer helpdesk
Project management
Included within the commercial envelope is the option for printing of Polling Cards and potential electorate increase due to boundary changes. These
are as an option only and will not form part of the evaluated price, however pricing for these elements will remain for the duration of the agreement.
two.2.5) Award criteria
Quality criterion - Name: Demonstration / Weighting: 16%
Quality criterion - Name: Quality Questions / Weighting: 54%
Price - Weighting: 30%
two.2.11) Information about options
Options: Yes
Description of options
Polling Card printing
Electorate changes for UK General Election due to boundary changes
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-022810
Section five. Award of contract
Contract No
NAC/5068
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
8 February 2022
five.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received from SMEs: 1
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 2
Number of tenders received by electronic means: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Idox Software Ltd
First Floor, The Grosvenor Building, 72 Gordon Street
Glasgow
G1 3RS
Telephone
+44 33301111200
Fax
+44 33301111200
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £600,000
Total value of the contract/lot: £475,561.02
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Value or proportion likely to be subcontracted to third parties
Proportion: 30 %
Short description of the part of the contract to be subcontracted
The production and upload of print-ready PDF proofs and production and delivery of all printed electoral material sub-contractors W.A. Smith (Leeds) Ltd trading as "THE LETTERSHOP GROUP"
Section six. Complementary information
six.3) Additional information
Lots are not being used for this tender for the reason(s) stated below:
Requires additional contract management resource which is not available.
Quality Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or a documented policy regarding quality management, see attachment at SPD question 4D.1.
Health and Safety Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 or ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum or the bidder must have a regularly reviewed and documented policy for Health and Safety management, see attachment at SPD question 4D.1.
Other:
The bidder must hold ISO 27001 Information Security Management System (or equivalent)
3. The bidder must hold - ISO 22301 – Business continuity management system (or equivalent)
4. The bidder must hold Cyber Essentials or Cyber essentials Plus or equivalent.
see attachment at SPD question 4D.1.
Environmental Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate or the bidder must have a regularly reviewed documented policy regarding environmental management, see attachment at SPD question 4D.2.
1.
(SC Ref:683582)
six.4) Procedures for review
six.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
Telephone
+44 1563550024
Country
United Kingdom