Official UK procurement notice
Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail
Authority: Crawley Borough Council (Local council)·Consortium: 5 public authorities
What is being bought8 lots · detail below
Published requirement descriptionCrawley 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).
CPV: Printing and delivery services · Printing and distribution services · Printing and related services · Printing services
Lots and requirements (8)Procurement structure
8 lots · 4 with a published value (£4,050,000 together) · evaluation weights differ by lotLot #1Lot A) Crawley Borough Council Electoral Print and MailPlannedLot estimate not published
This contract will cover all aforementioned requirements for Crawley Borough Council's Elections Department.
Lot #2Lot B) Horsham District Council Electoral Print and MailPlannedLot estimate not published
This contract will cover all aforementioned requirements for Horsham District Council's Elections Department.
Lot #3Lot C) Mid Sussex District Council Electoral Print and MailPlannedLot estimate not published
This contract will cover all aforementioned requirements for Mid Sussex District Council's Elections Department.
Lot #4Lot D) Mole Valley District Council Electoral Print and MailPlannedLot estimate not published
This contract will cover all aforementioned requirements for Mole Valley District Council's Elections Department.
Lot #5Lot A: Crawley Borough Council Electoral Print and MailAwardedPublished value£650,000
This Lot is for all Electoral Print and Mail requirements of Crawley Borough Council.
Lot #6Lot B: Horsham District Council Electoral Print and MailAwardedPublished value£1,000,000
This Lot is for all the Electoral Print and Mail requirements of Horsham District Council.
Lot #7Lot C: Mid Sussex District Council Electoral Print and MailAwardedPublished value£1,800,000
This Lot is for all the Electoral Print and Mail requirements of Mid Sussex District Council
Lot #8Lot D: Mole Valley District Council Electoral Print and MailAwardedPublished value£600,000
This Lot is for all the Electoral Print and Mail requirements of Mole Valley District Council
What it takes to wini
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 morei
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).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Social value | Environmental | Split |
|---|---|---|---|---|---|
| 5 · Lot A: Crawley Borough Council Electoral Print and Mail | 44% | 40% | 16% | — | |
| 6 · Lot B: Horsham District Council Electoral Print and Mail | 44% | 40% | — | 16% | |
| 7 · Lot C: Mid Sussex District Council Electoral Print and Mail | 44% | 40% | — | 16% | |
| 8 · Lot D: Mole Valley District Council Electoral Print and Mail | 44% | 40% | — | 16% |
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 40 points on every lot: a 10% discount moves about 4 points.
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
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 4 Aug 2023, 16:27 BST
- Last source update
- 13 Feb 2024, 13:43 GMT
- Award evaluation window
- 27 Nov 2023 – …
- FTS notice number
2024/S 000-004798- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03ed54Find a Tender
- Electronic trading
- e-invoicing allowed · electronic payment
Publisher note: At this time the Participating Authorities are reviewing all current and anticipated requirements and preparing documents for open tendering. If you have any questions about this upcoming tendering opportunity, please contact the shared procurement service at [email protected]
How it was run
Official notice- Submission deadline
- 30 Nov 2023, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 90 days from the deadline
- Bids opened
- 27 Nov 2023, 12:05 GMT
Timeline
12 Sept 2023 → 1 Apr 2024 · 5 dates- Next notice expected12 Sept 2023, 00:00 BST
- Bids opened27 Nov 2023, 12:05 GMT
- Submission deadline30 Nov 2023, 12:00 GMT
- Notice published13 Feb 2024, 13:43 GMT
- Contract starts1 Apr 2024, 00:00 BST
Notice history
6 events · 4 releases on Find a Tender · since 16 Oct 2023- Published value updated to £4,000,00016 Oct 2023, 12:19 BSTwas £3,300,000
- Status changed to active16 Oct 2023, 12:19 BST
- Procurement method changed16 Oct 2023, 12:19 BST
- Deadline published: 27 Nov 2023, 12:00 GMT16 Oct 2023, 12:19 BST
- Deadline moved to 30 Nov 2023, 12:00 GMT23 Nov 2023, 13:12 GMT+3 days · was 27 Nov 2023, 12:00 GMT
- Status changed to complete13 Feb 2024, 13:43 GMT
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit for receipt of tenders or requests to participate · IV.2.2 | 27 Nov 2023 | 30 Nov 2023 | +3 d |
Additional time has been granted to allow prospective bidders to take into consideration published clarifications.
Routine re-releases (4)
- 2023-08: 1 release · 4 Aug 2023
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastContracts
Lot A: Crawley Borough Council Electoral Print and Mail · CIVICA ELECTION SERVICES LIMITED
- Signed
- 13 Feb 2024
- Value
- £817,930
- Period
- … – 31 Mar 2030
- Status
- active
Lot B: Horsham District Council Electoral Print and Mail · CIVICA ELECTION SERVICES LIMITED
- Signed
- 13 Feb 2024
- Value
- £1,449,663
- Period
- … – 31 Mar 2030
- Status
- active
Lot C: Mid Sussex District Council Electoral Print and Mail · CIVICA ELECTION SERVICES LIMITED
- Signed
- 13 Feb 2024
- Value
- £1,308,857
- Period
- … – 31 Mar 2030
- Status
- active
Lot D: Mole Valley District Council Electoral Print and Mail · CIVICA ELECTION SERVICES LIMITED
- Signed
- 13 Feb 2024
- Value
- £567,446
- Period
- … – 31 Mar 2030
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 5 · Lot A: Crawley Borough Council Electoral Print and Mail | 5bids · 5 electronic | 5 | — | — |
| 6 · Lot B: Horsham District Council Electoral Print and Mail | 4bids · 4 electronic | 4 | — | — |
| 7 · Lot C: Mid Sussex District Council Electoral Print and Mail | 5bids · 5 electronic | 4 | — | — |
| 8 · Lot D: Mole Valley District Council Electoral Print and Mail | 4bids · 4 electronic | 4 | — | — |
Contracting authority & participating public bodies
4 public bodies on the noticeConsortium members and other public bodies
- Horsham District CouncilContracting authority
- Mid Sussex District CouncilContracting authority
- Mole Valley District CouncilContracting authority
Dispute resolution & review bodies
- Royal Courts of JusticeReview body
Bidders & participating suppliers
1 commercial party on the notice- Civica Election Services LimitedAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria