Section one: Contracting authority
one.1) Name and addresses
Crawley Borough Council
Town Hall,The Boulevard
CRAWLEY
RH101UZ
Telephone
+44 1403215299
Country
United Kingdom
Region 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://www.sesharedservices.org.uk/esourcing
one.1) Name and addresses
Horsham District Council
Parkside, Chart Way
Horsham
RH12 1RL
Telephone
+44 1403215299
Country
United Kingdom
Region 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://www.sesharedservices.org.uk/esourcing
one.1) Name and addresses
Mid Sussex District Council
Oaklands Road
Haywards Heath
RH16 1SS
Telephone
+44 1403215299
Country
United Kingdom
Region 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://www.sesharedservices.org.uk/esourcing
one.1) Name and addresses
Mole Valley District Council
9 Reigate Road
Dorking
RH4 1SJ
Telephone
+44 1403215299
Country
United Kingdom
Region 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://www.sesharedservices.org.uk/esourcing
one.2) Information about joint procurement
The contract involves joint procurement
one.3) Communication
Additional information can be obtained from the above-mentioned address
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).
It is the intention of participating authorities to go out to open tender collaboratively.
two.1.5) Estimated total value
Value excluding VAT: £3,300,000
two.1.6) Information about lots
This contract is divided into lots: Yes
two.2) Description
two.2.1) Title
Lot A) Crawley Borough Council Electoral Print and Mail
Lot No
1
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Crawley Borough Council's Elections Department.
two.2) Description
two.2.1) Title
Lot B) Horsham District Council Electoral Print and Mail
Lot No
2
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Horsham District Council's Elections Department.
two.2) Description
two.2.1) Title
Lot C) Mid Sussex District Council Electoral Print and Mail
Lot No
3
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ28 - West Sussex (North East)
two.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Mid Sussex District Council's Elections Department.
two.2) Description
two.2.1) Title
Lot D) Mole Valley District Council Electoral Print and Mail
Lot No
4
two.2.2) Additional CPV code(s)
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
two.2.3) Place of performance
NUTS codes
- UKJ26 - East Surrey
two.2.4) Description of the procurement
This contract will cover all aforementioned requirements for Mole Valley District Council's Elections Department.
two.3) Estimated date of publication of contract notice
12 September 2023
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
At this time the Participating Authorities are reviewing all current and anticipated requirements and preparing documents for open tendering. If you have any questions about this upcoming tendering opportunity, please contact the shared procurement service at procurement@horsham.gov.uk