CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Supply and Delivery of Postal Vote Mailers and Poll Cards

2.2

Description of the goods or services required

The Returning Officer for Caerphilly is seeking offers for the supply and delivery of Postal Vote Mailers and Poll Cards.

The requirement is divided into two lots as follows;

Lot 1 - Postal vote mailers

Lot 2 - Poll Cards

Providers can submit a quotation for one or more lots. One provider will be awarded per lot. For the avoidance of doubt, tendering organisations can tender for both lots and, in the eventuality they have the most economically advantageous tender for both lots, be awarded both lots.

Further information can be found within the Invitation to Tender Document in the Proactis Portal e-tendering system.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=102360.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The contract period for Lot 1 will be from 01 April 2021 and the contract period for Lot 2 will be from 01 August 2020. The end date of both Lots will be 31 July 2022 with an option to extend for a further period of up to 24 months renewable annually.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Tenderers will be required to pass a number of pass/fail criteria before their submission is evaluated.

The tender responses will be evaluated based on the following methodology:

Most Economically Advantageous Tender (MEAT)

Quality 60%

Price 40%

Tenderers will be required to answer a number of quality questions that will be scored as per the rationale within the Invitation to Tender document.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS1947/2020/JT

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.

(WA Ref:102360)

5.2

Additional Documentation

5.3

Publication date of this notice