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  • Notice Summary
    United Kingdom-Stirling: Electoral Services
    519572-2018
    APUC Ltd
    24 November 2018
    09 January 2019
    Contract Notice - Open Procedure
  • Notice Abstract

    Provision of electoral services including design, printing and administration of ballot papers and postal votes and related IT systems.

  • Notice Details

    Contract notice

    Directive 2014/24/EU - Public Sector Directive

    Directive 2014/24/EU

    Section I: Contracting Change entity

    I.1) Name and addresses

    APUC Ltd

    Unit 27, Stirling Business Centre, Wellgreen

    Stirling

    FK8 2DZ

    UK

    Telephone: +44 1314428930

    E-mail: annemartin@apuc-scot.ac.uk

    NUTS: UKM77

    Internet address(es)

    Main address: http://www.apuc-scot.ac.uk

    Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10402

    I.2) Joint procurement

    The contract is awarded by a central purchasing body

    I.3) Communication

    The procurement documents are available for unrestricted and full direct access, free of charge at:

    https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html


    Additional information can be obtained from the abovementioned address


    Tenders or requests to participate must be sent electronically to:

    https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html


    I.4) Type of the contracting authority

    Body governed by public law

    I.5) Main activity

    Education

    Section II: Object

    II.1) Scope of the procurement

    II.1.1) Title

    Provision of Electoral Services

    Reference number: PFB1032AP

    II.1.2) Main CPV code

    72300000

     

    II.1.3) Type of contract

    Services

    II.1.4) Short description

    Provision of electoral services including design, printing and administration of ballot papers and postal votes and related IT systems.

    II.1.5) Estimated total value

    Value excluding VAT: 280 000.00 GBP

    II.1.6) Information about lots

    This contract is divided into lots: No

    II.2) Description

    II.2.2) Additional CPV code(s)

    72300000

    22821000

    48100000

    II.2.3) Place of performance

    NUTS code:

    UKM

    II.2.4) Description of the procurement

    Universities and colleges currently run elections for a number of purposes within their institutions. These include the appointments of representatives from different constituencies of staff, students and alumni to positions on Governing Bodies (Courts) and Senates (the Academic Governing Body). Elections are also run by students’ associations, which may range from the appointment of class presidents through to student association office holders.

    The Higher Education Governance (Scotland) Act 2016 introduced new requirements for the composition of courts and senates which placed an emphasis on the election of representatives. All Institutions must fully comply with the Act by December 2020, and measures include the requirement for more than 50 per cent of members of University Senates to be elected, as well as the election of the Senior Lay Member (in effect the Chair of Court) by all students and staff of the institution.

    The number and frequency of elections is, therefore, likely to increase in the coming years. Constituencies will range from several dozen to several thousand in number.

    II.2.5) Award criteria

    Price is not the only award criterion and all criteria are stated only in the procurement documents

    II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

    Duration in months: 48

    This contract is subject to renewal: Yes

    Description of renewals:

    The Framework Agreement will commence on the 1.3.2019 for a period of 3 years and expire on the 28.2.2022.

    The authority reserves the right to extend the Framework Agreement for a further 1 year subject to satisfactory performance and continued Institutions requirements.

    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

    Section III: Legal, economic, financial and technical information

    III.1) Conditions for participation

    III.1.2) Economic and financial standing

    List and brief description of selection criteria:

    With reference to ESPD question 4B.5, it is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

    — employer's (compulsory) liability: 5 000 000 GPB or greater.,

    — public liability: 5 000 000 GBP or greater,

    — professional liability insurance: 1 000 000 GBP.

    With reference to ESPD question 4B.6 — the successful Contractor(s) will be required to provide two years audited accounts, or equivalent if awarded a place on the Framework Agreement. Alternatively, if the Contractor is unable to provide the required accounting information e.g. a new business without the required accounts, then they will be required to provide a bankers letter demonstrating their willingness to support the Contractors organisation over the term of the Framework Agreement. The two years audited accounts, or equivalent will be subject to ratio analysis.


    Minimum level(s) of standards required:

    — employer's (compulsory) liability : 5 000 000 GBP or greater,

    — public liability: 5 000 000 GBP or greater,

    — professional liability insurance: 1 000 000 GBP or greater.

    III.2) Conditions related to the contract

    Section IV: Procedure

    IV.1) Description

    IV.1.1) Type of procedure

    Open procedure

    IV.1.3) Information about a framework agreement or a dynamic purchasing system

    The procurement involves the establishment of a framework agreement with several operators.

    Envisaged maximum number of participants to the framework agreement: 5

    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: 09/01/2019

    Local time: 10:00

    IV.2.4) Languages in which tenders or requests to participate may be submitted

    EN

    IV.2.7) Conditions for opening of tenders

    Date: 09/01/2019

    Local time: 11:00

    Section VI: Complementary information

    VI.1) Information about recurrence

    This is a recurrent procurement: Yes

    Estimated timing for further notices to be published:

    November 2022

    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

    Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

    With reference to ESPD questions 1.19 3A to 1.73 4C, information provided for Part 3 and 4 will be assessed on a pass/fail basis, where:

    pass = meets requirements as stated in Contract Notice,

    fail = does not meet requirements as stated in Contract Notice.

    Form of Tender (Appendix A):

    Tenderers must sign the “Form of Tender", which can be found in the attachments section of the tender prior to award, to confirm that their tender response is a complete, true and accurate submission.

    Freedom of Information (Appendix B):

    Please confirm that you will be in a position to complete (prior to award) “Freedom of Information" (if applicable) which can be found in the attachments section of the tender prior to award. It is for information only and will not be scored.

    Supply Chain Code of Conduct (Appendix D):

    In partnership with Institutions, the Authority has developed “Supply Chain Code of Conduct", which can be found in the attachments section of the tender. This document sets out the authority's expected standards for its supply chain in social, ethical and environmental compliance. This document should only be submitted at point of award. It is for information only and will not be scored.

    List of Institutions (Appendix E):

    The complete list of Institutions that can access the Framework Agreement can be found in the attachment section of PCS-Tender.

    GDPR Contractor Data Processor Assurance Assessment (Appendix G)

    Please confirm that you will be in a position to complete (prior to award) “GDPR Contractor Data Processor Assurance Assessment” in the attachments section of the tender in PCS-Tender. This information must meet the GDPR requirements to ensure the Contractor a placement on the Framework Agreement.

    Submission of management information:

    Prior to the commencement of the Framework Agreement, the Contractor will provide the authority with contact details of the management information contact who will be provided with a template spreadsheet/reporting schedule along with a username and password for the management information website http://www.ucsp.ac.uk/

    Contractors must provide the information on a quarterly basis, within 10 working days following the start of each quarter by logging into the website and uploading the template document. If there has been no spend for the quarter then this will still require you to log in and record a nil spend return.

    Following the beginning of each new academic year the authority will provide the Contractor with a new template along with the reporting schedule.

    The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 12395. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

    (SC Ref:564460).

    VI.4) Procedures for review

    VI.4.1) Review body

    APUC Ltd

    Unit 27, Stirling Business Centre, Wellgreen

    Stirling

    FK8 2DZ

    UK

    Telephone: +44 1314428930

    Internet address(es)

    URL: http://www.apuc-scot.ac.uk

    VI.5) Date of dispatch of this notice

    21/11/2018