Contract notice
Directive 2014/24/EU - Public Sector Directive
Directive 2014/24/EU
Section I: Contracting
authority
I.1) Name and addresses
North Ayrshire Council
Cunninghame House,,
Irvine
KA12 8EE
UK
Contact person: Joanne McQuillan
E-mail: joannemcquillan@north-ayrshire.gov.uk
NUTS: UKM93
Internet address(es)
Main address: http://www.north-ayrshire.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
I.1) Name and addresses
North Ayrshire Council
Cunninghame House, Friars Croft
Irvine
KA12 8EE
UK
Telephone: +44 1294310000
E-mail: procurement@North-Ayrshire.gov.uk
NUTS: UKM93
Internet address(es)
Main address: http://www.north-ayrshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337
I.1) Name and addresses
South Ayrshire Council
County Buildings, Wellington Square
Ayr
KA7 1DR
UK
Telephone: +44 3001230900
E-mail: procurement@south-ayrshire.gov.uk
NUTS: UKM94
Internet address(es)
Main address: http://www.south-ayrshire.gov.uk/procurement/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00405
I.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
UK
Telephone: +44 1563576183
E-mail: procurement@east-ayrshire.gov.uk
NUTS: UKM93
Internet address(es)
Main address: http://www.east-ayrshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
Pan Ayrshire Framework - Election Services & Postal Vote Management System
Reference number: NAC5068
II.1.2) Main CPV code
79810000
II.1.3) Type of contract
Services
II.1.4) Short description
The tender will facilitate the provision of the following services
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers
The printing of postal voting packs
Absent Vote Identifier Verification System
Project management
Customer helpdesk
II.1.5) Estimated total value
Value excluding VAT: 600 000.00 GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79811000
22821000
II.2.3) Place of performance
NUTS code:
UKM93
UKM94
II.2.4) Description of the procurement
The Purchasers are looking to procure the following: (please note this list is not exhaustive)
Printing and Issuing of Postal Voting Packs and Printing of Ordinary and Tendered Ballot Papers and Absent Vote Personal Identifier
Verification System
The printing of all ballot papers (including ordinary, tendered and postal ballot papers) for all elections and referendums held during the
Contract Period
The printing of postal voting packs (including postal ballot paper(s), outer envelope addressed to the postal voter, envelope A, envelope B,
of packs via Royal Mail or other postal provider of first class postal services for all elections and referendums during the Contract Period. The supplier must be able to manage more than one electoral event being held on the same day.
Absent Vote Identifier Verification System
The system must electronically verify and adjudicate 100% of personal identifiers on postal voting statements and scan and match all
accompanying postal ballot papers ensuring that only valid ballot papers go forward to the election count.
Customer helpdesk
Project management
Included within the commercial envelope is the option for printing of Polling Cards and potential electorate increase due to boundary changes. These
are as an option only and will not form part of the evaluated price, however pricing for these elements will remain for the duration of the agreement.
II.2.5) Award criteria
Criteria below:
Quality criterion: Demonstration
/ Weighting: 16%
Quality criterion: Quality Questions
/ Weighting: 54%
Price
/ Weighting:
30%
II.2.6) Estimated value
Value excluding VAT: 600 000.00 GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
10/12/2021
End:
09/12/2025
This contract is subject to renewal: Yes
Description of renewals:
the initial contract will be for 2 years with option to extend by up to 24 months
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
Polling Card printing
Electorate changes for UK General Election due to boundary changes
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
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:
If required, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.
Where it is required, within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.
Bidders must confirm if they hold the particular authorisation or memberships.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Bidders will be required to have a minimum yearly “specific” turnover of (300,000)GBP for the last 3 years in the business area covered by the contract.
North Ayrshire Council reserve the right to review the bidders financial information including information from credit reference agencies at tender stage and throughout the life of the contract, and seek clarifications if necessary. If clarifications are not satisfactory the bidder may be excluded from the tender process.
Bidders who cannot meet the required level of turnover will be excluded from this tender.
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = [10,000,000]GBP
http://www.hse.gov.uk/pubns/hse40.pdf
Public Liability Insurance [5,000,000]GBP
Professional Indemnity Insurance [1,000,000]GBP
Cyber Security Insurance [2,000,000]GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Bidders will be required to provide a minimum of 2 examples of services carried out in the past 3 years that demonstrates they have the relevant experience to deliver the services as described in part II.2.4 of the Contract Notice. The services must be of a similar value, size and scope.
Unsatisfactory experience will result in exclusion from the tender process.
Bidders must also provide two satisfactory references for the same two contracts on the reference templates provided. References should be completed and signed by previous customers for contracts of a similar value, size and scope. If any of the referees score the bidder less than 2 the bidder will be excluded from the tender process.
Completed experience and reference templates must be zipped and uploaded at question 4C.1 of the qualification envelope.
Bidders will be required to confirm the supplier itself have the following Organisational Membership -Association of Electoral Administrators
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
III.2) Conditions related to 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
The procurement involves the establishment of a framework agreement with a single operator.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
15/10/2021
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
15/10/2021
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
August 2025
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Lots are not being used for this tender for the reason(s) stated below:
Requires additional contract management resource which is not available.
Quality Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or a documented policy regarding quality management, see attachment at SPD question 4D.1.
Health and Safety Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 or ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum or the bidder must have a regularly reviewed and documented policy for Health and Safety management, see attachment at SPD question 4D.1.
Other:
The bidder must hold ISO 27001 Information Security Management System (or equivalent)
3. The bidder must hold - ISO 22301 – Business continuity management system (or equivalent)
4. The bidder must hold Cyber Essentials or Cyber essentials Plus or equivalent.
see attachment at SPD question 4D.1.
Environmental Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate or the bidder must have a regularly reviewed documented policy regarding environmental management, see attachment at SPD question 4D.2.
1.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 19487. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
Community benefits will be requested on a minimum requirement basis for:
Supply Chain Initiatives
Community and Education Initiatives
The Community Benefits provided will be shared between the 3 Local Authorities.
(SC Ref:665398)
VI.4) Procedures for review
VI.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
UK
Telephone: +44 1563550024
Internet address(es)
URL: https://www.scotcourts.gov.uk/
VI.5) Date of dispatch of this notice
14/09/2021