Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly CBC
Penallta House
Hengoed
CF82 7RG
UK
Contact person: Helen Sellwood Sellwood
Telephone: +44 863282
E-mail: SellwHL@caerphilly.gov.uk
Fax: +44 1443863167
NUTS: UKL16
Internet address(es)
Main address: https://www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://supplierlive.proactisp2p.com/account/login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://supplierlive.proactisp2p.com/account/login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/account/login
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
Supply and Delivery of Postal Vote Mailers and Poll Cards
Reference number: CCBC/PS2422/23/HS
II.1.2) Main CPV code
22000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
The Returning Officer for Caerphilly is seeking offers from suitable providers for the supply and delivery of Postal Vote Mailers and Poll Cards. Caerphilly County Borough Council wishes to establish a contract for the supply of postal vote mailers and poll cards as set out below:-
The requirement is divided into three lots as follows;
Lot 1 - Postal vote mailers
Lot 2 - Poll Cards (Senedd and Local Government)
Lot 3 – Poll Cards (Parliamentary and Police and Crime Commissioner)
Providers can submit a bid for one or more lots. One provider will be awarded per lot. For the avoidance of doubt, tendering organisations can tender for all lots and, in the eventuality, they have the most economically advantageous tender for all three lots, be awarded all three lots. However, if one provider is awarded more than one lot they must have the capacity to deliver the service and meet the full requirements of the tender specification.
II.1.5) Estimated total value
Value excluding VAT:
252 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Postal Vote Mailers
II.2.2) Additional CPV code(s)
22000000
22821000
22900000
30199710
30199711
30199712
42962000
79800000
79811000
79810000
79820000
79823000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Within the boundary of Caerphilly County Borough Council
II.2.4) Description of the procurement
Supply and delivery of Postal Vote Mailers
One provider shall be awarded per lot based on the following
First Stage Evaluation – Assessment of Compliance Criteria Pass / Fail
Second Stage Evaluation – Award Stage -
Quality 60%
Price 40%
The quality sub-criteria is:-
Tender response 60%
Full details are in the ITT
II.2.5) Award criteria
Criteria below:
Quality criterion: Tender Response
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
20/09/2023
End:
31/08/2025
This contract is subject to renewal: Yes
Description of renewals:
The arrangement has the option of contract extensions
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:
No
II.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The estimated contract value is based on the Authority taking up the option of the full extension period for all three lots
Lot No: 2
II.2.1) Title
Poll Cards (Senedd and Local Government)
II.2.2) Additional CPV code(s)
22000000
22821000
22900000
30199710
30199711
30199712
42962000
79800000
79810000
79811000
79820000
79823000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
within the boundaries of Caerphilly county borough council
II.2.4) Description of the procurement
Supply and delivery of Poll Cards (Senedd and Local Government)
One provider shall be awarded per lot based on the following
First Stage Evaluation – Assessment of Compliance Criteria Pass / Fail
Second Stage Evaluation – Award Stage -
Quality 60%
Price 40%
The quality sub-criteria is:-
Tender response 60%
Full details are in the ITT
II.2.5) Award criteria
Criteria below:
Quality criterion: Tender Response
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
20/09/2023
End:
31/08/2025
This contract is subject to renewal: Yes
Description of renewals:
There is an option to extend for up to a further period of twenty four 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:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The estimated contract value is based on the Authority taking up the option of the full extension period for all three lots
Lot No: 3
II.2.1) Title
Poll Cards (Parliamentary and Police and Crime Commissioner)
II.2.2) Additional CPV code(s)
22000000
22821000
22900000
30199710
30199711
30199712
42962000
79800000
79810000
79811000
79820000
79823000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
within the boundaries of Caerphilly County borough council
II.2.4) Description of the procurement
Supply and delivery of Poll Cards (Parliamentary and Police and Crime Commissioner)
One provider shall be awarded per lot based on the following
First Stage Evaluation – Assessment of Compliance Criteria Pass / Fail
Second Stage Evaluation – Award Stage -
Quality 60%
Price 40%
The quality sub-criteria is:-
Tender response 60%
Full details are in the ITT
II.2.5) Award criteria
Criteria below:
Quality criterion: Tender Response
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
20/09/2023
End:
31/08/2025
This contract is subject to renewal: Yes
Description of renewals:
There is an option to extend up to a further period of twenty four 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:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The estimated contract value is based on the Authority taking up the option of the full extension period for each lot
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
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:
25/08/2023
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: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
25/08/2023
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
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
PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT
REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE
INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER
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.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=132429.
(WA Ref:132429)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
25/07/2023