Directive 2014/24/EU - Public Sector Directive
Section I: Contracting Change
I.1) Name and addresses
I.2) Joint procurement
The contract is awarded by a central purchasing body
The procurement documents are available for unrestricted and full direct access, free of charge at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Section II: Object
II.1) Scope of the procurement
Provision of Electoral Services
Reference number: PFB1032AP
II.1.2) Main CPV code
II.1.3) Type of contract
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:
II.2.2) Additional CPV code(s)
II.2.3) Place of performance
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:
II.2.11) Information about options
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
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.1.1) Type of 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:
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Local time: 10:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
IV.2.7) Conditions for opening of tenders
Local time: 11:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Estimated timing for further notices to be published:
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
VI.4) Procedures for review
VI.4.1) Review body
Unit 27, Stirling Business Centre, Wellgreen
Telephone: +44 1314428930
VI.5) Date of dispatch of this notice