Section one: Contracting authority
one.1) Name and addresses
Crawley Borough Council
Town Hall,The Boulevard
CRAWLEY
RH101UZ
Telephone
+44 1403215299
Country
United Kingdom
NUTS code
UKJ28 - West Sussex (North East)
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/sesharedservices/aspx/Home
one.1) Name and addresses
Horsham District Council
Parkside, Chart Way
Horsham
RH12 1RL
Telephone
+44 1403215299
Country
United Kingdom
NUTS code
UKJ28 - West Sussex (North East)
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/sesharedservices/aspx/Home
one.1) Name and addresses
Mid Sussex District Council
Oaklands Road
Haywards Heath
RH16 1SS
Telephone
+44 1403215299
Country
United Kingdom
NUTS code
UKJ28 - West Sussex (North East)
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/sesharedservices/aspx/Home
one.1) Name and addresses
Mole Valley District Council
9 Reigate Road
Dorking
Rh4 1SJ
Telephone
+44 1403215299
Country
United Kingdom
NUTS code
UKJ26 - East Surrey
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.molevalley.gov.uk/
Buyer's address
https://in-tendhost.co.uk/sesharedservices/aspx/Home
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
Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail
two.1.2) Main CPV code
- 79800000 - Printing and related services
two.1.3) Type of contract
Services
two.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).
two.1.6) Information about lots
This contract is divided into lots: Yes
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £4,000,000
two.2) Description
two.2.1) Title
Lot A: Crawley Borough Council Electoral Print and Mail
Lot No
A
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This Lot is for all Electoral Print and Mail requirements of Crawley Borough Council.
two.2.5) Award criteria
Quality criterion - Name: Key Staff Resources / Weighting: 6%
Quality criterion - Name: Contract Management and Key Performance Indicators / Weighting: 6%
Quality criterion - Name: Total Quality Management / Weighting: 10%
Quality criterion - Name: Business Continuity and Supply Chain Resilience / Weighting: 10%
Quality criterion - Name: CBC Social Value Principle (1) / Weighting: 4%
Quality criterion - Name: CBC Social Value Principle (2) / Weighting: 4%
Quality criterion - Name: CBC Social Value Principle (3) / Weighting: 4%
Quality criterion - Name: CBC Social Value Principle (4) / Weighting: 4%
Quality criterion - Name: CBC Data Transfer / Weighting: 4%
Quality criterion - Name: CBC Storage, Transport and Delivery Method Statement / Weighting: 8%
Price - Weighting: 40%
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot B: Horsham District Council Electoral Print and Mail
Lot No
B
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Horsham District Council.
two.2.5) Award criteria
Quality criterion - Name: Key Staff Resources / Weighting: 6%
Quality criterion - Name: Contract Management and Key Performance Indicators / Weighting: 6%
Quality criterion - Name: Total Quality Management / Weighting: 10%
Quality criterion - Name: Business Continuity and Supply Chain Resilience / Weighting: 10%
Quality criterion - Name: HDC Sustainable Procurement Priority (1) / Weighting: 4%
Quality criterion - Name: HDC Sustainable Procurement Priority (2) / Weighting: 4%
Quality criterion - Name: HDC Sustainable Procurement Priority (3) / Weighting: 4%
Quality criterion - Name: HDC Sustainable Procurement Priority (4) / Weighting: 4%
Quality criterion - Name: HDC Data Transfer / Weighting: 4%
Quality criterion - Name: HDC Storage, Transport and Delivery Method Statement / Weighting: 8%
Price - Weighting: 40%
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot C: Mid Sussex District Council Electoral Print and Mail
Lot No
C
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Mid Sussex District Council
two.2.5) Award criteria
Quality criterion - Name: Key Staff Resources / Weighting: 6%
Quality criterion - Name: Contract Management and Key Performance Indicators / Weighting: 6%
Quality criterion - Name: Total Quality Management / Weighting: 10%
Quality criterion - Name: Business Continuity and Supply Chain Resilience / Weighting: 10%
Quality criterion - Name: MSDC Sustainable Economy Strategy Commitments / Weighting: 16%
Quality criterion - Name: MSDC Data Transfer / Weighting: 4%
Quality criterion - Name: MSDC Storage, Transport and Delivery Method Statement / Weighting: 8%
Price - Weighting: 40%
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Lot D: Mole Valley District Council Electoral Print and Mail
Lot No
D
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UKJ26 - East Surrey
two.2.4) Description of the procurement
This Lot is for all the Electoral Print and Mail requirements of Mole Valley District Council
two.2.5) Award criteria
Quality criterion - Name: Key Staff Resources / Weighting: 6%
Quality criterion - Name: Contract Management and Key Performance Indicators / Weighting: 6%
Quality criterion - Name: Total Quality Management / Weighting: 10%
Quality criterion - Name: Business Continuity and Supply Chain Resilience / Weighting: 10%
Quality criterion - Name: MVDC Sustainable Procurement Priority (1) / Weighting: 4%
Quality criterion - Name: MVDC Sustainable Procurement Priority (2) / Weighting: 4%
Quality criterion - Name: MVDC Sustainable Procurement Priority (3) / Weighting: 4%
Quality criterion - Name: MVDC Sustainable Procurement Priority (4) / Weighting: 4%
Quality criterion - Name: MVDC Data Transfer / Weighting: 4%
Quality criterion - Name: MVDC Storage, Transport and Delivery Method Statement / Weighting: 8%
Price - Weighting: 40%
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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: 2023/S 000-030434
Section five. Award of contract
Contract No
1
Lot No
A
Title
Lot A: Crawley Borough Council Electoral Print and Mail
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
13 February 2024
five.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
five.2.3) Name and address of the contractor
Civica Election Services Limited
London
Country
United Kingdom
NUTS code
- UKI3 - Inner London – West
Companies House
02263092
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £650,000
Total value of the contract/lot: £817,930.20
Section five. Award of contract
Contract No
2
Lot No
B
Title
Lot B: Horsham District Council Electoral Print and Mail
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
13 February 2024
five.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
five.2.3) Name and address of the contractor
Civica Election Services Limited
London
Country
United Kingdom
NUTS code
- UKI3 - Inner London – West
Companies House
02263092
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £1,000,000
Total value of the contract/lot: £1,449,662.90
Section five. Award of contract
Contract No
3
Lot No
C
Title
Lot C: Mid Sussex District Council Electoral Print and Mail
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
13 February 2024
five.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
five.2.3) Name and address of the contractor
Civica Election Services Limited
London
Country
United Kingdom
NUTS code
- UKI3 - Inner London – West
Companies House
02263092
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £1,800,000
Total value of the contract/lot: £1,308,857
Section five. Award of contract
Contract No
4
Lot No
D
Title
Lot D: Mole Valley District Council Electoral Print and Mail
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
13 February 2024
five.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
five.2.3) Name and address of the contractor
Civica Election Services Limited
London
Country
United Kingdom
NUTS code
- UKI3 - Inner London – West
Companies House
02263092
The contractor is an SME
Yes
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: £567,445.75
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
The Strand
London
Country
United Kingdom