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Warwick District Council intend to establish an agreement for 3 years with an option to extend for up to 24 months for the election printing materials as follows: - Ballot papers and Corresponding Numbers Lists, - Postal vote ballot packs, - Poll ...

Contract notice

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Warwick District Council
Riverside House, Milverton Hill
Royal Leamington Spa
CV32 5HZ
United Kingdom
Contact person: John Roberts
Telephone: +44 1926456201
E-mail:
NUTS code: UKG13

Internet address(es):

Main address: http://www.warwickdc.gov.uk

Address of the buyer profile: https://in-tendhost.co.uk/csw-jets/aspx/Home

I.2)Joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/csw-jets/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/csw-jets/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

WDC - Supply of Ballot Papers, Postal Voting Packs and Poll Cards for Elections.

Reference number: 00004115
II.1.2)Main CPV code
22000000
II.1.3)Type of contract
Supplies
II.1.4)Short description:

Warwick District Council intend to establish an agreement for 3 years with an option to extend for up to 24 months for the election printing materials as follows:

- Ballot papers and Corresponding Numbers Lists,

- Postal vote ballot packs,

- Poll cards (all types including void properties),

- Large print ballot papers,

- Canvass HEFs,

- Weekly ITRs and HEFs,

- Annual HNLs,

- Annual Postal Vote PI Refresh.

II.1.5)Estimated total value
Value excluding VAT: 820 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
79810000
79820000
22100000
22458000
79824000
79821000
22900000
22450000
II.2.3)Place of performance
NUTS code: UKG13
Main site or place of performance:

Royal Leamington Spa.

II.2.4)Description of the procurement:

Tenders are invited for the supply of Ballot Papers, Postal Voting Packs and Poll Cards for the WDC Elections service. The procurement process being used is open and compliant with the EU Public Procurement Directive 2015 regulations.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 820 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

There is an option to renew to contract up to a further 24 months following the satisfactory performance during initial 3 year term.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

All costs should be completed in pounds sterling (GB), exclusive of vat.

The prices quoted above must cover all the costs associated with the provision of the required service. The Council will not accept any additional costs.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:

As per ITT tender requirements.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:

It will be a condition of the contract that Key Performance Indicator (KPI) targets are both monitored and achieved. The KPI's to be used are given within this documentation. In addition, it is expected that other performance measures will be agreed with the successful supplier prior to commencement of the contract.

The performance of the service will be monitored throughout the delivery of each stage / phase.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 14/04/2017
Local time: 08:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.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)
IV.2.7)Conditions for opening of tenders
Date: 14/04/2017
Local time: 10:00
Place:

WDC, Riverside House, Milverton Hill, Leamington Spa, CV32 5HZ.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published:

2020.

VI.2)Information about electronic workflows
VI.3)Additional information:

The electorate for Warwick District is in a process of growth and suppliers should be aware that over the length of this contract it could increase by an estimated 3,000. It is also anticipated that during this time there would be at least three Neighbourhood Plan Referendums and based on averages at least one contested by election. It should be noted that the Cabinet Office are currently reviewing the requirements for the electoral canvas with a view to a revised procedure being in force for 2019.

VI.4)Procedures for review
VI.4.1)Review body
Warwick District Council
Riverside House, Milverton Hill
Royal Leamington Spa
CV32 5HZ
United Kingdom
Telephone: +44 1926456218
E-mail:

Internet address:http://www.warwickdc.gov.uk

VI.4.2)Body responsible for mediation procedures
Royal chartered Institute of Chartered Surveyors (RICS)
12 Great George Street, Parliment Square
London
SW1P 3AD
United Kingdom
Telephone: +44 2476868555
E-mail:

Internet address:http://www.rics.org/uk

VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
Warwick District Council
Riverside House, Milverton Hill
Royal Leamington Spa
CV32 5HZ
United Kingdom
Telephone: +44 1926456201
E-mail:

Internet address:www.warwickdc.gov.uk

VI.5)Date of dispatch of this notice:
06/03/2017