Award

Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail

CRAWLEY BOROUGH COUNCIL

This public procurement record has 4 releases in its history.

Award

13 Feb 2024 at 13:43

TenderUpdate

23 Nov 2023 at 13:12

Tender

16 Oct 2023 at 11:19

Planning

04 Aug 2023 at 15:27

Summary of the contracting process

The Crawley Borough Council, Horsham District Council, Mid Sussex District Council, and Mole Valley District Council are seeking a long-term agreement for electoral print services starting from 1st April 2024. This tender involves providing print services for elections, annual canvass exercises, and other related materials. The contract is for six years with no extension options and consists of four awardable lots, each catering to a specific council's requirements.

This procurement opportunity offers businesses the chance to provide printing and mailing services for local elections across multiple councils. Companies specialising in printing and related services, especially those with experience in electoral print, would be well-suited to compete. The tender process includes independent awardable lots, allowing for targeted bids based on each council's specific needs.

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Notice Title

Crawley, Horsham, Mid Sussex and Mole Valley Electoral Print and Mail

Notice Description

Crawley 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).

Lot Information

Lot A) Crawley Borough Council Electoral Print and Mail

This contract will cover all aforementioned requirements for Crawley Borough Council's Elections Department.

Lot B) Horsham District Council Electoral Print and Mail

This contract will cover all aforementioned requirements for Horsham District Council's Elections Department.

Lot C) Mid Sussex District Council Electoral Print and Mail

This contract will cover all aforementioned requirements for Mid Sussex District Council's Elections Department.

Lot D) Mole Valley District Council Electoral Print and Mail

This contract will cover all aforementioned requirements for Mole Valley District Council's Elections Department.

Lot A: Crawley Borough Council Electoral Print and Mail

This Lot is for all Electoral Print and Mail requirements of Crawley Borough Council.

Lot B: Horsham District Council Electoral Print and Mail

This Lot is for all the Electoral Print and Mail requirements of Horsham District Council.

Lot C: Mid Sussex District Council Electoral Print and Mail

This Lot is for all the Electoral Print and Mail requirements of Mid Sussex District Council

Lot D: Mole Valley District Council Electoral Print and Mail

This Lot is for all the Electoral Print and Mail requirements of Mole Valley District Council

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-03ed54
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/004798-2024
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security


CPV Codes

79800000 - Printing and related services

79810000 - Printing services

79823000 - Printing and delivery services

79824000 - Printing and distribution services

Notice Value(s)

Tender Value
£4,000,000 £1M-£10M
Lots Value
£4,050,000 £1M-£10M
Awards Value
Not specified
Contracts Value
£4,143,894 £1M-£10M

Notice Dates

Publication Date
13 Feb 20242 years ago
Submission Deadline
27 Nov 2023Expired
Future Notice Date
11 Sep 2023Expired
Award Date
13 Feb 20242 years ago
Contract Period
31 Mar 2024 - 31 Mar 2030 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Cancelled, Planned
Awards Status
Active
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
CRAWLEY BOROUGH COUNCIL
Additional Buyers

HORSHAM DISTRICT COUNCIL

MID SUSSEX DISTRICT COUNCIL

MOLE VALLEY DISTRICT COUNCIL

Contact Name
Not specified
Contact Email
procurement@crawley.gov.uk, procurement@horsham.gov.uk
Contact Phone
+44 1403215299

Buyer Location

Locality
CRAWLEY
Postcode
RH10 1UZ
Post Town
Redhill
Country
England

Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ26 East Surrey
Delivery Location
TLJ26 East Surrey, TLJ28 West Sussex (North East)

Local Authority
Mole Valley
Electoral Ward
Dorking North
Westminster Constituency
Dorking and Horley

Supplier Information

Number of Suppliers
1
Supplier Name

CIVICA ELECTION SERVICES

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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