UK-London: publications

Country:

United Kingdom

City/Locality:

LONDINO

Notice/Contract Number:

eu:158646-2008

Publication Date:

Jun 20, 2008

Deadline:

Jul 28, 2008

Buyer:

THE ELECTORAL COMMISSION

Original Language:

English

Address:

THE ELECTORAL COMMISSION
LONDON , UNITED KINGDOM
United Kingdom

Web Site:

www.electoralcommission.org.uk

Notice Type: 2220
-
Contract notice
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 119/2008
, #
158646-2008
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Global or partial tender
Awarding Criteria: The most economic tender

Summary:
CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S): The Electoral Commission,
Trevelyan House, 30 Great Peter street, Attn: Kwabena Acheampong,
UK-London SW1P2HW. Tel. (44) 020 72 71 06 34. E-mail:
kacheampong@electoralcommission.org.uk. Fax (44) 020 72 71 05 05.
Internet address(es):
General address of the contracting authority:
www.electoralcommission.org.uk.
Further information can be obtained at: The Electoral Commission,
Trevelyan House, Great Peter street, Attn: Kwabena Acheampong, UK-London
SW1P2HW. Tel. (44) 020 72 71 06 34. E-mail:
kacheampong@electoralcommission.org.uk. Fax (44) 020 72 71 05 05.
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
The Electoral Commission, Trevelyan House, Great Peter street, Attn:
Kwabena Acheampong, UK-London SW1P2HW. Tel. (44) 020 72 71 06 34. Fax (44)
020 72 71 05 05.
Tenders or requests to participate must be sent to: The Electoral
Commission, Trevelyan House, Great Peter street, Attn: Kwabena Acheampong,
UK-London SW1P2HW. Tel. (44) 020 72 71 06 34. E-mail:
kacheampong@electoralcommission.org.uk. Fax (44) 020 72 71 05 05.
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES:
Body governed by public law.
Other: Integrity and public confidence in the UK's democratic process.
SECTION II: OBJECT OF THE CONTRACT
II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority:
Publications services.
II.1.2) Type of contract and location of works, place of delivery or of
performance: Services.
Service category: No 15.
Main place of performance: UK.
NUTS code: UK.
II.1.3) The notice involves: The establishment of a framework agreement.
II.1.4) Information on framework agreement: Framework agreement with
several operators.
Number of participants to the framework agreement envisaged: 6.
Duration of the framework agreement: Duration in year(s): 3
Justification for a framework agreement, the duration of which exceeds
four years: With option to extend by a further 2 years in 1 year
extensions.
Value for first 3 years detailed below.
Estimated total value of purchases for the entire duration of the
framework agreement:
Estimated value excluding VAT: 1 000 000 GBP.
Frequency and value of the contracts to be awarded: There are six main
lots and sublots.
II.1.5) Short description of the contract or purchase(s): The Electoral
Commission is looking to create a framework of suppliers to carry out its
publications services. The contract will be broken into the following lots
and sub lots:
— Lot 1: Print (includes lot 1 (a), lot 1 (b), lot 1 (c), lot 1 (d)),
— Lot 1: Print (a) standard requirements,
— Lot 1: Print (b) extensive print run requirements,
— Lot 1: Print (c) maps, CD Roms and wallets,
— Lot 1: Print (d) stationery,
— Lot 2: Design (includes lot 2 (a), lot 2 (b)),
— Lot 2: Design (a) creative design,
— Lot 2: Design (b) typesetting,
— Lot 3: Editorial (includes lot 3 (a), lot 3 (b)),
— Lot 3: Editorial (a) subediting and proofreading,
— Lot 3: Editorial (b) indexing,
— Lot 4: Translation (includes lot 4 (a), lot 4 (b)),
— Lot 4: Translation (a) Welsh,
— Lot 4: Translation (b) other languages,
— Lot 5: Photography,
— Lot 6: Comprehensive publication service (includes lot 1 (a), lot 1 (b),
lot 1 (c), lot 2 (a), lot 2 (b), lot 3 (a), lot 4 (a), lot 4 (b)).
The Commission expects its suppliers to be flexible and dependable. We
require suppliers who can ensure high quality, good value and efficiency
and provide proactive advice to achieve and improve these requirements.
It is expected that suppliers would have \ implement the following on all
outputs:
— commitment to delivering projects to deadline and budget,
— acute attention to detail to achieve a high quality product,
— embedded quality assurance procedures (especially if sub contractors or
cascade approach used),
— proofing \ approval processes,
— effective channels of communication for reporting issues (e.g. raising
queries with client, not making assumptions).
Suppliers are expected to provide quotes, schedules and invoices promptly.
The Commission is environmentally aware and requires all its suppliers to
have an environmental policy.
II.1.6) Common procurement vocabulary (CPV): 22120000, 78000000,
78225000, 74831300.
II.1.7) Contract covered by the Government Procurement Agreement (GPA):
Yes.
II.1.8) Division into lots: Yes.
Tenders should be submitted for: one or more lots.
II.1.9) Variants will be accepted: Yes.
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope: As listed in the Short Contract
Description section.
Estimated value excluding VAT: 1 000 000 GBP.
II.2.2) Options: Yes.
Description of these options: Option to extend up to a maximum of 5 years
in total with 1 year extensions added to an original 3 year contract.
Estimated contract value is based upon the initial 3 years.
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION: Starting:
31.10.2008. Completion: 30.10.2011.
INFORMATION ABOUT LOTS
LOT NO 1
TITLE: Print
1) SHORT DESCRIPTION: Lot 1: Print
There are four sub lots within this lot:
— lot 1: Print (a) standard requirements,
— lot 1: Print (b) extensive print run requirements,
— lot 1: Print (c) maps, CD Roms and wallets,
— lot 1: Print (d) stationery.
Print requirements (where applicable).
Printers must be able to print in both CMYK and Pantone.
Paper used must be matt and contain a minimum of 75 % recycled fibre
content.
Binding requirements include saddle stitch, perfect bound and on occasion
Canadian bound.
Printers must be able to print Word PDFs which are in Arial font.
Lot 1: Print (a) standard requirements.
Suppliers must be able to fulfil all print criteria in Publication
products, Example group (a) as detailed in the Short Contract Description
section.
Lot 1: Print (b) extensive print run requirements.
Suppliers must be able to fulfil all print criteria in Publication
products, Example group (b) as detailed in the Short Contract Description
section.
Printers are required to be able to produce leaflets with perforations and
gumming.
Lot 1: Print (c) maps, CD Roms and wallets.
Suppliers must be able to fulfil all print criteria in Publication
products, Example group (c) as detailed in the Short Contract Description
section.
Lot 1: Print (d) stationery
Suppliers must be able to fulfil all print criteria in Publication
products, Example group (d) as detailed in the Short Contract Description
section.
2) COMMON PROCUREMENT VOCABULARY (CPV): 78000000.
3) QUANTITY OR SCOPE: As referred to above.
Estimated cost excluding VAT: 500 000 GBP.
LOT NO 2
TITLE: Design
1) SHORT DESCRIPTION: Lot 2: Design
There are two sub lots within this lot:
— lot 2: Design (a) creative design,
— lot 2: Design (b) typesetting.
Design requirements
Suppliers for both sub lots must have a knowledge of and use British proof
correction symbols.
Lot 2: Design (a) creative design.
Suppliers must be able to fulfil all design criteria in Publication
products, Example groups (a) (b) and (d) as detailed in the Short Contract
Description section.
The "look and feel" of the Commission's materials are informed by the
brand identity guidelines. Most reports are produced using templates, with
design needed for flowing text, redrawing tables and figures and placing
images. Publications such as the corporate plan, annual report and
information materials (e.g. DL leaflets, brochures, posters, postcards)
will need a more creative design application (in line with the
Commission’s brand) and a design brief will be provided for such jobs.
Work includes taking in corrections (two rounds of proofs before final
proofs supplied are standard) and ensuring the layout is of a high
standard and follows corporate style.
Lot 2: Design (b) typesetting
Suppliers must be able to fulfil all typesetting criteria relating to Word
products in Publication products, Example group (a) as detailed in the
Short Contract Description section.
The Commission produces a large number of its publications in Word and
requires copy to be kept in MS Word and not converted to other packages,
such as Quark or InDesign. Suppliers must be proficient in Word.
We require typesetters to take in corrections (2 rounds of proofs before
final proofs supplied are standard) and ensure the layout is of a high
standard and follows corporate style.
Copy supplied will have been written using a bespoke Word template which
reflects our corporate house style. Sometimes house style is not applied
100 % correctly, so amends will need to be made by formatting text using
the template’s styles. Editors will highlight applicable text on proofs
with instructions for typesetters.
2) COMMON PROCUREMENT VOCABULARY (CPV): 78225000, 78000000.
3) QUANTITY OR SCOPE: As referred to above
Estimated cost excluding VAT: 217 000 GBP.
LOT NO 3
TITLE: Editorial
1) SHORT DESCRIPTION: Lot 3: Editorial
There are two sub lots within this lot:
— lot 3: Editorial (a) subediting and proofreading,
— lot 3: Editorial (b) indexing,
Editorial requirements
Lot 3: Editorial (a) subediting and proofreading.
Suppliers must be able to fulfil all English editorial criteria in
Publication products, Example group (a) as detailed in the Short Contract
Description section.
Editorial services would not involve creative writing or copy rewrites to
any large degree, beyond making any minor amends needed to avoid
misunderstanding or ambiguity, or adding suggestions in the copy where
something is judged to be unclear.
The process includes:
— initial edit, raising any queries for author,
— check author’s amends, making sure that the author has answered all
queries,
— check typesetter’s amends against previous proof,
— check layout conforms to corporate style and quality.
Requirements for subeditors and proofreaders are:
— edit for typos, spellings, grammar etc.,
— conformance to the Commission’s corporate style,
— checks on cross-referencing and pagination,
— suggestions to improve clarity if required,
— raising author queries where text is unclear,
— knowledge of and use British proof correction symbols.
Amends are to be made on hard copy and proofs (not to electronic copies).
Lot 3: Editorial (b) indexing
Suppliers must be able to fulfil all English index criteria in Publication
products, Example group (a) as detailed in the Short Contract Description
section.
Indexes are not standard on Commission publications, but are occasionally
required for lengthy guidance manuals.
A brief will be supplied for each job. A concise index will be required
(e.g. 10-page index for 300 pp document). Index to be supplied in Word
format.
2) COMMON PROCUREMENT VOCABULARY (CPV): 78000000.
3) QUANTITY OR SCOPE: As referred to above.
Estimated cost excluding VAT: 86 000 GBP.
LOT NO 4
TITLE: Translation
1) SHORT DESCRIPTION: Lot 4: Translation
There are two sub lots within this lot:
— lot 4: Translation (a) Welsh,
— lot 4: Translation (b) other languages.
Translation requirements
A brief will be given to the translator (or translation agency) for all
jobs. The translator (or account manager) must brief all those involved in
the process to ensure consistency and quality assurance are met.
All translation jobs must include a proof check by a separate proofreader
(i.e. not the original translator). If a number of translators are working
on one publication to ensure a quick turnaround time, then it is
preferable that one proofreader checks the whole document, however in some
cases more than one proofreader may be necessary.
The vast majority of jobs will be provided in Word. Translators must
provide a translated Word document that is laid out the same as the
English version.
Where the translated text needs to be DTPd, the Word version will either
be given to an external designer to flow the text, with the DTPd proofs
returned as hard copy to the translator for a second proofread – or, if
the supplier provides design services (i.e. a translation agency), this
process could be handled as one service with the final DTPd files
provided.
Lot 4: Translation (a) Welsh
Suppliers must be able to fulfil all Welsh translation criteria in
Publication products, Example groups (a) (b) and (d) as detailed in the
Short Contract Description section.
Lot 4: Translation (b) other languages.
Suppliers must be able to fulfil all language translation criteria (other
than Welsh) in Publication products, Example groups (a) and (b) as
detailed in the Short Contract Description section.
We translate materials into the following languages:
Arabic, Bengali, Chinese (traditional), French, Gujarati, Hindi, Latvian,
Lithuanian, Polish, Portuguese, Punjabi, Spanish, Urdu.
Other languages that we have translated into in the past and may translate
into again in the future include the following:
Greek, Gaelic, Kurdish, Kurdish – Sorani, Russian, Somali, Turkish,
Vietnamese.
Suppliers who bid for this lot must be able to translate text into all the
above languages and potentially any others that may be requested.
2) COMMON PROCUREMENT VOCABULARY (CPV): 74831300.
3) QUANTITY OR SCOPE: As referred to above.
Estimated cost excluding VAT: 171 000 GBP.
LOT NO 5
TITLE: Photography
1) SHORT DESCRIPTION: Lot 5: Photography
Photographs are used in most products described in Publication products,
Example groups (a) and (b) as detailed in the Short Contract Description
section.
Photography requirements
The Commission has an image library which it updates with new shots.
Photoshoots take place in England (mainly London), Scotland, Wales and
Northern Ireland. Most photoshoots are office based, although they can
take place on location in both cities and rural areas.
The photographer will be required to travel to various locations as
mentioned above and to make their own travel arrangements to a rendezvous
point (usually the Commission’s offices in London, Edinburgh, Cardiff,
Belfast, York, Coventry and Exeter).
It is expected that the photographer will be able to travel to and from a
location shoot in one day. However, the photographer may be required to
stay overnight at the Commission’s request – although this is only in
exceptional circumstances. The Commission will pay for reasonable
accommodation subject to prior agreement \ approval.
The photographer must have a full driving licence if rural location shoots
are undertaken.
The photographer is required to supply all photographic equipment that
they may need for each shoot, such as special lighting, etc. The
Commission will supply any props required for photoshoots, such as ballot
boxes, polling booths, etc.
A contract must be agreed in advance of the shoot (the Commission has a
photography contract).
Copyright of images are to belong to the Commission for an unlimited
period.
Digital images are required in a JPEG format.
2) COMMON PROCUREMENT VOCABULARY (CPV): 78000000.
3) QUANTITY OR SCOPE: As referred to above.
Estimated cost excluding VAT: 26 000 GBP.
LOT NO 6
TITLE: Comprehensive publications service
1) SHORT DESCRIPTION: Lot 6: Comprehensive publication service.
This lot provides for a comprehensive publication service, should we wish
to outsource the production of some publications.
Comprehensive publication service requirements.
The service offered by the supplier is to include project management,
editorial, design, translation and print (excluding photography).
Suppliers must be able to fulfil the criteria in Publication products,
Example groups (a) (b) and (c) as detailed in the Short Contract
Description section, in relation to the following lots:
Print:
— lot 1: Print (a) standard requirements,
— lot 1: Print (b) extensive print run requirements,
— lot 1: Print (c) maps, CD Roms and wallets.
Design:
— lot 2: Design (a) creative design,
— lot 2: Design (b) typesetting.
Editorial:
— lot 3: Editorial (a) subediting and proofreading.
Translation:
— lot 4: Translation (a) Welsh,
— lot 4: Translation (b) other languages.
2) COMMON PROCUREMENT VOCABULARY (CPV): 78000000, 22120000, 78225000,
74831300.
3) QUANTITY OR SCOPE: As referred to above.
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.4) Other particular conditions to which the performance of the
contract is subject: No.
III.2) CONDITIONS FOR PARTICIPATION
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers: Information and
formalities necessary for evaluating if requirements are met: (1) All
candidates will be required to produce a certificate or declaration
demonstrating that they are not bankrupt or the subject of an
administration order, are not being wound-up, have not granted a trust
deed, are not the subject of a petition presented for sequestration of
their estate, have not had a receiver, manager or administrator appointed
and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or
declaration demonstrating that the candidate, their directors, or any
other person who has powers of representation, decision or control of the
candidate has not been convicted of conspiracy, corruption, bribery, or
money laundering. Failure to provide such a declaration will result in the
candidate being declared ineligible and they will not be selected to
participate in this procurement process.
(3) All candidates will be required to produce a certificate or
declaration demonstrating that they have not been convicted of a criminal
offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or
declaration demonstrating that they have not committed an act of grave
misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which
they are established, regarding registration on the professional or trade
register.
(6) Any candidate found to be guilty of serious misrepresentation in
providing any information required, may be declared ineligible and not
selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a
member of the relevant organisation, in the State where they are
established, when the law of that State prohibits the provision of the
services, described in this notice, by a person who is not so licensed or
who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or
declaration demonstrating that they have fulfilled obligations relating to
the payment of social security contributions under the law of any part of
the United Kingdom or of the relevant State in which the candidate is
established.
(9) All candidates will be required to produce a certificate or
declaration demonstrating that they have fulfilled obligations relating to
the payment of taxes under the law of any part of the United Kingdom or of
the relevant State in which the economic operator is established.
III.2.2) Economic and financial capacity: Information and formalities
necessary for evaluating if requirements are met: (1) All candidates will
be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant
professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3
previous financial years including the overall turnover of the candidate
and the turnover in respect of the activities which are of a similar type
to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or
extracts from those accounts relating to their business.
III.2.3) Technical capacity: Information and formalities necessary for
evaluating if requirements are met: (1) A statement of the candidate's
average annual number of staff and managerial staff over the previous 3
years.
(2) Details of the educational and professional qualifications of their
managerial staff; and those of the person(s) who would be responsible for
providing the services or carrying out the work or works under the
contract;
(3) All candidates will be required to provide certification from an
independent body attesting conformity to environmental management
standards in accordance with the Community Eco-Management and Audit Scheme
(EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by
an independent body attesting the compliance of the economic operator with
quality assurance standards based on the relevant European standards.
(5) Samples, descriptions and/or photographs, the authenticity of which
must be certified if the contracting authority so requests.
(6) An indication of the proportion of the contract which the services
provider intends possibly to subcontract.
(7) A statement of the technicians or technical services available to the
candidate to carry out the work under the contract; or be involved in the
production of goods or the provision of services under the contract;
particularly those responsible for quality control, whether or not they
are independent of the candidate.
(8) A statement of the tools, plant or technical equipment available to
the service provider or contractor for carrying out the contract.
(9) A list of works carried out over the past 5 years, detailing the value
of the consideration received; when and where the work or works were
carried out; and whether they were carried out according to the rules of
the trade or profession and properly completed.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession:
Yes.
Publication and related services.
III.3.2) Legal entities should indicate the names and professional
qualifications of the staff responsible for the execution of the service:
Yes.
SECTION IV: PROCEDURE
IV.1) TYPE OF PROCEDURE
IV.1.1) Type of procedure: Restricted.
IV.1.2) Limitations on the number of operators who will be invited to
tender or to participate: Envisaged minimum number: 5.
IV.2) AWARD CRITERIA
IV.2.1) Award criteria: The most economically advantageous tender in
terms of the criteria stated in the specifications, in the invitation to
tender or to negotiate or in the descriptive document.
IV.2.2) An electronic auction will be used: No.
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1) File reference number attributed by the contracting authority:
T0111.KA.COMM.
IV.3.4) Time-limit for receipt of tenders or requests to participate:
28.7.2008 - 12:00.
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates: 5.8.2008.
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up: English.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT: Yes.
Estimated timing for further notices to be published: After 3 or possibly
5 years.
VI.3) ADDITIONAL INFORMATION: (MT Ref:58513).
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures: The Electoral Commission,
Trevelyan House, 30 Great Peter street, UK-London SW1P2HW. E-mail:
ghopper@electoralcommission.org.uk.
VI.5) DATE OF DISPATCH OF THIS NOTICE: 18.6.2008.

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