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://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
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://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
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://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
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://in-tendhost.co.uk/sesharedservices/aspx/Home
one.2) Information about joint procurement
The contract involves joint procurement
one.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 above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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.1.5) Estimated total value
Value excluding VAT: £4,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
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
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £650,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
The procurement documents can be accessed at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,800,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
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
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £600,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
The procurement documents are accessible at https://in-tendhost.co.uk/sesharedservices/aspx/Tenders/Current
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.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 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 000-022818
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
27 November 2023
Local time
12:00pm
Changed to:
Date
30 November 2023
Local time
12:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.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)
four.2.7) Conditions for opening of tenders
Date
27 November 2023
Local time
12:05pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
The Strand
London
Country
United Kingdom