Official UK procurement notice
Pan Ayrshire Framework - Election Services & Postal Vote Management System
Authority: North Ayrshire Council (Local council)·Consortium: 4 public authorities
What is being bought
Published requirement descriptionThe 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
- Recurrence: August 2025
CPV: Digital printing services · Electoral forms · Printing services
How this framework works
From the published notice- Places
- up to 1 suppliers · 2 bids received (2.0 per place) · 1 appointed (full)
- Framework period
- 4 yrs from 10 Dec 2021
The lotProcurement structure
single lot · value publishedLot #1The Purchasers are looking to procure the following: (please note this list is not…AwardedRenewalPublished value£600,000
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.
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).
Published sub-criteria (3)
- Demonstration: 16%
- Quality Questions: 54%
- price: 30%
Published award criteria (3)
- Demonstration: 16%
- Quality Questions: 54%
- Price: 30%
- Suitability
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.
- Economic & financial standing
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
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
- Technical & professional ability
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.
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
- “Pan Ayrshire Framework - Election Services & Postal Vote Management…” is a framework: the contest is a place on its panel, up to 1 suppliers, 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 · August 2025
- First published
- 14 Sept 2021, 14:14 BST
- Last source update
- 18 Feb 2022, 15:25 GMT
- Award evaluation window
- 15 Oct 2021 – …
- Authority reference
NAC5068- FTS notice number
2022/S 000-004692- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-02e088Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
Publisher note: 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. (SC Ref:683582)
How it was run
Official notice- Appointment period ends
- 15 Oct 2021, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 120 days from the deadline
- Bids opened
- 15 Oct 2021, 12:00 BST
Timeline
15 Oct 2021 → 18 Feb 2022 · 4 dates- Admission / appointment period endsperiod end, not a bid countdown15 Oct 2021, 12:00 BST
- Bids opened15 Oct 2021, 12:00 BST
- Contract starts10 Dec 2021
- Notice published18 Feb 2022, 15:25 GMT
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete18 Feb 2022, 15:25 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast1 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
Contract 004692-2022-NAC/5068-1
- Signed
- 8 Feb 2022
- Value
- £475,561
- Period
- … – 9 Dec 2025
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2bids · 2 electronic · 2 from abroad | 1 | — | — |
Contracting authority & participating public bodies
3 public bodies on the noticeConsortium members and other public bodies
- East Ayrshire CouncilContracting authority
- South Ayrshire CouncilContracting authority
Dispute resolution & review bodies
- Kilmarnock Sheriff CourtReview body
Framework contractors & participating bidders
1 commercial party on the notice- Idox Software LtdFramework contractor
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.