Supply of Annual Canvass Forms

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-060dc8-2026-06-30T13:03:15+01:00",
    "date": "2026-06-30T13:03:15+01:00",
    "ocid": "ocds-h6vhtk-060dc8",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PWHP-2369-JPYL",
            "name": "Caerphilly County Borough Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PWHP-2369-JPYL"
            },
            "address": {
                "streetAddress": "Penallta House, Tredomen Park",
                "locality": "Hengoed",
                "postalCode": "CF82 7PG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL16"
            },
            "contactPoint": {
                "name": "Asher Bashir",
                "email": "bashia@caerphilly.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.caerphilly.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PJNQ-6776-QYCJ",
            "name": "Latcham Direct Limited",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJNQ-6776-QYCJ"
            },
            "address": {
                "streetAddress": "Unit 1 Western Drive,",
                "locality": "Hengrove",
                "postalCode": "BS14 0AF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK11"
            },
            "contactPoint": {
                "email": "connect@latcham.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PWHP-2369-JPYL",
        "name": "Caerphilly County Borough Council"
    },
    "planning": {
        "noEngagementNoticeRationale": "A Preliminary Market Engagement Notice was not published as the authority has sufficient knowledge of the market from previous, similar procurements and the requirements are clearly defined. Early market engagement was therefore not considered necessary or proportionate, and the decision does not impact transparency, fairness, or competition."
    },
    "tender": {
        "id": "CCBC/PS2918/AB/26",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Supply of Annual Canvass Forms",
        "description": "Caerphilly County Borough Council appointed a contractor for Supply of Annual Canvass Forms for the annual canvassing registration project undertaken by the Council every year in order to make sure that the register of electors is kept up to date.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "22820000",
                        "description": "Forms"
                    },
                    {
                        "scheme": "CPV",
                        "id": "22458000",
                        "description": "Bespoke printed matter"
                    },
                    {
                        "scheme": "CPV",
                        "id": "22900000",
                        "description": "Miscellaneous printed matter"
                    },
                    {
                        "scheme": "CPV",
                        "id": "22452000",
                        "description": "Postal orders"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL16",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 420000,
            "amount": 350000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "This procurement will be evaluated as a two-stage process: Stage One - The first stage of the evaluation process will consist of the Conditions of Participation using the Welsh Procurement Specific Questionnaire (\"WPSQ\"). Stage Two - The second stage of the evaluation process will consist of the Award Criteria."
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login 2. Click the \"Sign Up\" option on the Portal homepage (If already registered go to point 11.). 3. Enter your correct Organisation Name, Details and Primary Contact Details. 4. Please make a note of the Organisation ID and User Name, then click \"Register\". 5. You will then receive an email from the system asking you follow a link to activate your account. 6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details. 7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes, specific to your organisation are added to your profile. 8. Buyer Selection - At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities. 9. Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage. 10. Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select 'Complete Registration' and you will enter the Supplier Home page. 11. From the Home Page, go to the \"Opportunities\" icon, all current opportunities will be listed. Click on the blue arrow under the field 'Show Me' of the relevant opportunity then click to register your interest on the applicable button. 12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow. 13. Note the closing date for completion of the relevant project. To find all available documentation please drop down the 'Request Documents' option and click to download all documents. 14. You can now either complete your response or \"Decline\" this opportunity. All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any questions/queries via telephone/email. If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk.When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-02-18T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-02-11T00:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-03-19T23:59:59+00:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "complete",
                "value": {
                    "amountGross": 420000,
                    "amount": 350000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Price",
                            "numbers": [
                                {
                                    "number": 100,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "The Conditions of Participation are set out in full within the Tender."
                        },
                        {
                            "type": "technical",
                            "description": "The Conditions of Participation are set out in full within the Tender."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2029-03-31T23:59:59+01:00",
                    "maxExtentDate": "2031-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "2 x 12 month extensions"
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "006373-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/006373-2026",
                "datePublished": "2026-01-23T17:06:34Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2030-12-01T23:59:59+00:00"
                }
            ]
        }
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "5",
                "measure": "bids",
                "value": 6,
                "relatedLot": "1"
            },
            {
                "id": "6",
                "measure": "finalStageBids",
                "value": 5,
                "relatedLot": "1"
            },
            {
                "id": "7",
                "measure": "smeFinalStageBids",
                "value": 5,
                "relatedLot": "1"
            },
            {
                "id": "8",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "title": "Supply of Annual Canvass Forms",
            "status": "active",
            "date": "2026-05-19T00:00:00+01:00",
            "value": {
                "amountGross": 713562,
                "amount": 594635,
                "currency": "GBP"
            },
            "mainProcurementCategory": "goods",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-PPON-PJNQ-6776-QYCJ",
                    "name": "Latcham Direct Limited"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "22820000",
                            "description": "Forms"
                        },
                        {
                            "scheme": "CPV",
                            "id": "22458000",
                            "description": "Bespoke printed matter"
                        },
                        {
                            "scheme": "CPV",
                            "id": "22900000",
                            "description": "Miscellaneous printed matter"
                        },
                        {
                            "scheme": "CPV",
                            "id": "22452000",
                            "description": "Postal orders"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKL16",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        },
                        {
                            "region": "UKL16",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "standstillPeriod": {
                "endDate": "2026-06-08T23:59:59+01:00"
            },
            "contractPeriod": {
                "startDate": "2026-06-15T00:00:00+01:00",
                "endDate": "2029-06-14T23:59:59+01:00",
                "maxExtentDate": "2031-06-14T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "The contract can be extended up to 14/06/2031."
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "050416-2026",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/050416-2026",
                    "datePublished": "2026-05-28T15:16:27+01:00",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2026-05-28T00:00:00+01:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2026-06-12T23:59:59+01:00",
                    "status": "scheduled"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "1",
            "awardID": "1",
            "title": "Supply of Annual Canvass Forms",
            "status": "active",
            "period": {
                "startDate": "2026-07-01T00:00:00+01:00",
                "endDate": "2029-06-14T23:59:59+01:00",
                "maxExtentDate": "2031-06-14T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "The contract can be extended up to 24 months with agreement between the both parties."
            },
            "value": {
                "amountGross": 713562,
                "amount": 594635,
                "currency": "GBP"
            },
            "aboveThreshold": true,
            "dateSigned": "2026-06-29T00:00:00+01:00",
            "documents": [
                {
                    "id": "061230-2026",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/061230-2026",
                    "datePublished": "2026-06-30T13:03:15+01:00",
                    "format": "text/html"
                }
            ]
        }
    ]
}