Pan Ayrshire Framework - Election Services & Postal Vote Management System

Concepts

• printing services
• election services & postal vote management
• kilmarnock
• ayr
• irvine
• postal vote management system
• issuing of postal voting packs
• provision of the following services printing
• absent vote identifier verification system
• postal services

Location

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

Total Quantity or Scope

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.

Renewal Options

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

Award Criteria

CPV Codes

• 79810000 - Printing services
• 79811000 - Digital printing services
• 22821000 - Electoral forms

Indicators

• This is a recurring contract.
• Options are available.
• Renewals are available.
• Financial restrictions apply.
• Professional qualifications are sought.
• Technical restrictions apply.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** Lots are not being used for this tender for the reason(s) stated below: Requires additional contract management resource which is not available. Quality Management Procedures 1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent) or a documented policy regarding quality management, see attachment at SPD question 4D.1. Health and Safety Procedures 1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 or ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum or the bidder must have a regularly reviewed and documented policy for Health and Safety management, see attachment at SPD question 4D.1. Other: The bidder must hold ISO 27001 Information Security Management System (or equivalent) 3. The bidder must hold - ISO 22301 – Business continuity management system (or equivalent) 4. The bidder must hold Cyber Essentials or Cyber essentials Plus or equivalent. see attachment at SPD question 4D.1. Environmental Management Procedures 1. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate or the bidder must have a regularly reviewed documented policy regarding environmental management, see attachment at SPD question 4D.2. 1. The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 19487. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361 A summary of the expected community benefits has been provided as follows: Community benefits will be requested on a minimum requirement basis for: Supply Chain Initiatives Community and Education Initiatives The Community Benefits provided will be shared between the 3 Local Authorities. (SC Ref:665398)