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Published 9 May 2023, 15:24 BST

Official UK procurement notice

Electoral Print and Postage Services Framework 2.0 (Elections and Electoral Registration) for The London Borough of Harrow & The London Borough of Barnet

Official notice

Authority: London Borough of Harrow (Local council)·Consortium: 3 public authorities

Framework agreement3 lotsServicesOpen procedureSME suitable
Sectors: Printed matter and related products (22)Business Services & Consultancy (79) Delivery: UKLondon (UKI71)
Framework ceiling (notional)£4,963,200total for 3 lots · framework ceiling, not attributable revenue · 1 value update
Submissions closed 6 Sept 2023awarded 2 Jan 2024
Lots 3see the lot list below

What is being bought3 lots · detail below

Published requirement description

The London Borough of Harrow and the London Borough of Barnet has put in place a joint Framework Agreement for the provision of Print and Postage Services for Electoral Services (Elections and Electoral Registration). Period of framework: 8 January 2024 to 7 January 2027 with an optional extension clause of 12 months in periods at the discretion of the Council.

The framework includes:

Lot 1 Elections Print and Post

Lot 2 Statutory Registration, Annual Canvass, Household Notification Letters (HNL)

Lot 3 Innovation, New Ways of Working and Ad Hoc Activity

CPV: Business services: law, marketing, consulting, recruitment, printing and security · Printed matter and related products

How this framework works

From the published notice
Bids received
5 bids on the busiest of 3 lots · 3 suppliers appointed

Lots and requirements (3)Procurement structure

3 lots · all with a published value · same evaluation weights on every lot
Lot #1Elections Print and PostAwardedRenewal UK, LondonPublished value£2,031,600

Poll cards, postal voter packs, ballot papers, election count stationery. Period of framework: 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.

Delivery: UK, London
Extensions: The Council is looking for potential service provider(s) to be awarded contract for a period of 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.Variant bids: not allowed
22000000 Printed matter and related products79000000 Business services: law, marketing, consulting, recruitment, printing and security
Lot #2Statutory Registration, Annual Canvass, Household Notification Letters (HNL)AwardedRenewal LondonPublished value£1,731,600

Electoral registration print and postage, annual canvas print and postage requirements, absent voter identifier refresher print and postage, Individual Electoral Registration (IER). Period of framework: 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.

Delivery: London
Extensions: The Council is looking for potential service provider(s) to be awarded contract for a period of 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.Variant bids: not allowed
22000000 Printed matter and related products79000000 Business services: law, marketing, consulting, recruitment, printing and security
Lot #3Innovation, New Ways of Working and Ad Hoc ActivityAwardedRenewal LondonPublished value£1,200,000

Examples of the activity within Lot 3 are detailed within the Specification document. Period of framework: 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.

Delivery: London
Extensions: The Council is looking for potential service provider(s) to be awarded contract for a period of 36 months with an optional extension clause of 12 months in periods at the discretion of the Council.Variant bids: not allowed
22000000 Printed matter and related products79000000 Business services: law, marketing, consulting, recruitment, printing and security

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 3 lots
Quality: 60%Price: 30%Social value: 10%
Published award criteria (3)
  • Social Value: 10
  • Quality: 60
  • Price: 30
Lot distribution rule: The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Bidders may submit bids for either Lot 1 and/or Lot 2, bidders are not permitted to submit a bid for Lot 3 on its own. Only bidders who have been selected for a place on Lot 1 and/or Lot 2 will automatically gain a place on Lot 3, if they have confirmed their interest for Lot 3. Further information is detailed within the Procurement documents.
Conditions of participation1
  • Suitability

    As detailed within the procurement documents.

Staff
Names and qualifications of delivery staff must be submitted
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “Electoral Print and Postage Services Framework 2.0 (Elections and…” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Yes
First published
9 May 2023, 15:24 BST
Last source update
25 Jan 2024, 14:01 GMT
Award evaluation window
6 Sept 2023 – …
Authority reference
DN668971
FTS notice number
2024/S 000-002597
Classification (CPV)
Business services: law, marketing, consulting, recruitment, printing and securityPrinted matter and related products
Delivery area
UKLondon (UKI71)
Official registry OCID
ocds-h6vhtk-03c73e Find a Tender
Contract terms
Performance terms

As detailed within the procurement documents.

Publisher note: The Contracting Authority reserves the right not to award any contract pursuant to this procurement exercise and/or abandon this procurement exercise at any time and/or to award a contract for part of the Service/supplies at its sole discretion. The Contracting Authority shall have no liability whatsoever to any applicant or tenderer as a result of its exercise of that discretion. For the avoidance of doubt, all cost incurred by any applicant and/or tenderer before signature of any contract with the contracting Authority shall be incurred entirely at that applicants/tenderers risk. Appointments to the Framework is no guarantee of work or any minimum amount of work pursuant to that Framework.

How it was run

Official notice
Run through: London Tenders Portal
Supplier login requiredLanguage: EN
Access & registration note: Free regional portal
Appointment period ends
6 Sept 2023, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
6 Sept 2023, 12:00 BST
Detailed submission instructions & authority contactsFrom official release

www.londontenders.org ↗

Timeline

31 Jul 2023 → 25 Jan 2024 · 4 dates
  1. Next notice expected
    31 Jul 2023, 00:00 BST
  2. Admission / appointment period endsperiod end, not a bid countdown
    6 Sept 2023, 12:00 BST
  3. Bids opened
    6 Sept 2023, 12:00 BST
  4. Notice published
    25 Jan 2024, 14:01 GMT

Notice history

6 events · 3 releases on Find a Tender · since 7 Aug 2023
  1. Published value published: £4,963,200
    7 Aug 2023, 09:48 BST
  2. Status changed to active
    7 Aug 2023, 09:48 BST
  3. Procurement method changed
    7 Aug 2023, 09:48 BST
  4. Deadline published: 6 Sept 2023, 12:00 BST
    7 Aug 2023, 09:48 BST
  5. Buyer details updated
    7 Aug 2023, 09:48 BST
  6. Status changed to complete
    25 Jan 2024, 14:01 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 3admitted to the panel · see the list ↓
Bids received 55 from SMEs · busiest of 3 lots
Contracts signed 3latest 2 Jan 2024

3 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Elections Print and Post

    Signed
    2 Jan 2024
    Value
    £2,031,600
    Status
    active

  • Statutory Registration, Annual Canvass, Household Notification Letters (HNL)

    Signed
    2 Jan 2024
    Value
    £1,731,600
    Status
    active

  • Innovation, New Ways of Working and Ad Hoc Activity

    Signed
    2 Jan 2024
    Value
    £1,200,000
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Elections Print and Post5bids · 5 electronic5——
2 · Statutory Registration, Annual Canvass, Household Notification Letters (HNL)5bids · 5 electronic5——
3 · Innovation, New Ways of Working and Ad Hoc Activity4bids · 4 electronic4——

Contracting authority & participating public bodies

3 public bodies on the notice

London Borough of Harrow

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Forward Drive, Harrow, UK, HA3 8FLContact name, email, phone Published organisation website ↗

Consortium members and other public bodies

  • Harrow CouncilContracting authorityRegional or local authorityGeneral public services Harrow, UKContact name, email, phone
  • London Borough of BarnetContracting authority London, UKContact email

Dispute resolution & review bodies

  • Martin TrimMediation body HarrowContact email
  • The High CourtReview body London
  • The London Borough of HarrowMediation body HarrowContact email

Framework contractors & participating bidders

4 commercial parties on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria