Award

Pan Ayrshire Framework - Election Services & Postal Vote Management System

NORTH AYRSHIRE COUNCIL

This public procurement record has 2 releases in its history.

Award

18 Feb 2022 at 00:00

Tender

14 Sep 2021 at 00:00

Summary of the contracting process

The procurement process pertains to the "Pan Ayrshire Framework - Election Services & Postal Vote Management System" tender, initiated by North Ayrshire Council in the UK. The procurement activity falls under the services category, specifically focusing on printing and issuing postal voting packs and ballot papers, as well as management services. The tender is currently in the Award stage, with the contract value amounting to £475,561.02, signed on 8th February 2022. This process supports a multi-council collaboration among North Ayrshire, South Ayrshire, and East Ayrshire Councils, with activities covering their respective regions, including Irvine and Ayr.

This tender presents significant opportunities for businesses engaged in printing and election services, particularly those capable of delivering comprehensive postal voting solutions and electoral management support. Businesses with experience in delivering similar services, robust quality management systems, and relevant certifications will be well-suited to compete for this contract. Additionally, firms offering advanced verification systems and customer support will find this tender particularly advantageous, as the requirement for extensive project management and assistance aligns with their capabilities.

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Notice Title

Pan Ayrshire Framework - Election Services & Postal Vote Management System

Notice Description

The 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

Lot Information

Lot 1

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.

Options: Polling Card printing Electorate changes for UK General Election due to boundary changes

Renewal: the initial contract will be for 2 years with option to extend by up to 24 months

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000665398
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB441201
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

22 - Printed matter and related products

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


CPV Codes

22821000 - Electoral forms

79810000 - Printing services

79811000 - Digital printing services

Notice Value(s)

Tender Value
£600,000 £500K-£1M
Lots Value
£600,000 £500K-£1M
Awards Value
Not specified
Contracts Value
£475,561 £100K-£500K

Notice Dates

Publication Date
18 Feb 20224 years ago
Submission Deadline
15 Oct 2021Expired
Future Notice Date
Not specified
Award Date
8 Feb 20224 years ago
Contract Period
10 Dec 2021 - 9 Dec 2025 4-5 years
Recurrence
August 2025

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Not Specified
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
NORTH AYRSHIRE COUNCIL
Additional Buyers

EAST AYRSHIRE COUNCIL

SOUTH AYRSHIRE COUNCIL

Contact Name
Joanne McQuillan
Contact Email
joannemcquillan@north-ayrshire.gov.uk, procurement@east-ayrshire.gov.uk, procurement@north-ayrshire.gov.uk, procurement@south-ayrshire.gov.uk
Contact Phone
+44 1563576183, +44 3001230900

Buyer Location

Locality
IRVINE
Postcode
KA12 8EE
Post Town
Kilmarnock
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM9 Southern Scotland
Small Region (ITL 3)
TLM93 North Ayrshire and East Ayrshire
Delivery Location
TLM63 Lochaber, Skye and Lochalsh, Arran and Cumbrae, and Argyll and Bute, TLM93 North Ayrshire and East Ayrshire, TLM94 South Ayrshire

Local Authority
East Ayrshire
Electoral Ward
Kilmarnock East and Hurlford
Westminster Constituency
Kilmarnock and Loudoun

Supplier Information

Number of Suppliers
1
Supplier Name

IDOX SOFTWARE

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP427385
    Pan Ayrshire Framework - Election Services & Postal Vote Management System - The 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
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB441201
    Pan Ayrshire Framework - Election Services & Postal Vote Management System - The 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

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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