Tender

Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail

  • Crawley Borough Council
  • Horsham District Council
  • Mid Sussex District Council
  • Mole Valley District Council

F02: Contract notice

Notice identifier: 2023/S 000-030434

Procurement identifier (OCID): ocds-h6vhtk-03ed54

Published 16 October 2023, 12:19pm



The closing date and time has been changed to:

30 November 2023, 12:00pm

See the change notice.

Section one: Contracting authority

one.1) Name and addresses

Crawley Borough Council

Town Hall,The Boulevard

CRAWLEY

RH101UZ

Email

procurement@crawley.gov.uk

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

https://crawley.gov.uk/

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

Email

procurement@horsham.gov.uk

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

https://www.horsham.gov.uk/

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

Email

procurement@horsham.gov.uk

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

https://www.midsussex.gov.uk/

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

Email

procurement@horsham.gov.uk

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