invitation to tender document – read me first · invitation to tender document – read me first...

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INVITATION TO TENDER DOCUMENT – READ ME FIRST Competitive Procurement conducted in accordance with the Open Procedure OJEU Ref. No 2013/S 109-186786. Invitation to Tender – Framework agreement for research services C0033-PT-DCE 1. You are hereby invited by The Electoral Commission to Tender for the above

requirement as described in the accompanying documentation. For this purpose we enclose the following documents, which will form the basis of any Framework Agreement and subsequent Assignment Contracts that the Commission may award.

2. This Invitation to Tender consists of:

Annex A Instructions to Tenderers

Annex B Tender Evaluation Matrix

Annex C Template of the Return Address Label

Section 1

Conditions of Contract for services

Section 2

Scope of Work

Section 3 (information for you to complete and return)

Tenderer’s Response (a) Form of Tender (b) Administrative Instructions (c) Method Statement Layout (d) Pricing and Staffing Schedules

Section 4 (information for you to complete and return)

Business Questionnaire Guidance Questionnaire Business Questionnaire Evaluation Criteria

Documents to be returned with Invitation to Tender 3. The Commission is to be notified of any errors, omissions or details contained in these

Invitation to Tender documents that precludes you from tendering for this Framework Agreement.

Framework Agreement and Assignment Contract

4. The Commission wishes to select roughly the following number of preferred

contractors under a Framework Agreement for the specified requirements outlined in Section Two (Scope of Work): eight to ten for quantitative research (lot 1), eight to ten

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for qualitative research (lot 2) and four to five for collection and analysis of electoral data (lot 3). A Framework Agreement does not constitute a formal contract with the preferred contractor. The award of an Assignment Contract will be the formal contractual arrangement under the Conditions of Contract contained within the Framework Agreement.

5. A Framework Agreement does not guarantee a preferred contractor any services

throughout the duration of the Framework Agreement. 6. The Commission anticipates awarding Assignment Contracts throughout the duration

of the Framework Agreement. However, the Commission at its sole discretion reserves the right to enter into a separate competitive tendering exercise for any requirements outlined within this Framework Agreement.

7. A mini-competition will involve the Commission distributing to selected preferred

contractors under this Framework Agreement a detailed Assignment Contract Specification, and Staffing and Pricing Schedules for review and submission of Assignment Contract Price. Upon the evaluation of these submissions, the Commission will award an Assignment Contract.

Return Date and Time 8. Your Tender, which must be submitted strictly in accordance with the instructions in

this invitation, Annex A to this letter refers, is required to be in our office at the address below by 12 noon on Friday 2 August 2013

Joe Hewton Senior Research Officer The Electoral Commission 3 Bunhill Row London EC1Y 8YZ 9 This is an enquiry only. The Commission reserves the right to negotiate any or all parts

of your proposal. The Commission, at its sole discretion, reserves the right to accept or reject any or all or any part of the bids received, including the right not to accept the lowest quotation, and shall not be liable to accept any costs incurred in the production of your submission.

10 You are instructed to provide, by post, hand delivery or delivery by courier, three

paper copies plus one electronic (CD or memory stick) copy of the Tender and all documents that are returned with your submission.

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Timetable 11. Please find below a programme of the Tender award process that the Commission will

be following. The intention is to have a Framework commencement date of January 2014.

Item Description Date 1 Invitation to Tender issued 10 June 2013 2 Deadline for receipt of Tenders 12 noon, 2 August 2013

3 Tender opening ceremony 12:01 hours 2 August 2013 4 Tender evaluation period begins 2 August 2013 5 Tender evaluation period ends 11 October 2013 6 Notification to tenderers before standstill period 18/21 October 2013 7 Mandatory standstill period 21-31 October 2013 8 Appointment of preferred contractors 1 November 2013

Table One : Timetable of Tender Award Process

Please note this timetable is indicative only and may be subject to change at any stage. No claim will be accepted for any bidding costs whatsoever or any claim for costs resulting from a decision not to proceed or withdrawal from all or any of the elements within the programme, deletion or addition to the programme or general protraction of the overall time frame.

Electronic copies of Tender documentation 12. The Commission does not accept any responsibility for compatibility with operating

systems. Furthermore, the Commission does not accept responsibility for erroneous formulae etc that may be contained within the Pricing and Staffing Schedules. It is the responsibility of Tenderers to ensure all documents submitted to the Commission are accurate.

Enquiries 13. Any enquiries concerning this Invitation to Tender should be directed in writing, by e-mail, to:

Joe Hewton Senior Research Officer E-mail: [email protected]

Tenderers who would like to receive details of enquiries and respective responses

should email Joe Hewton providing an email address for response and confirming ‘We will be submitting a proposal for the tender C0033-PT-DCE by the due date’. Tenderers should note that all enquiries will be answered promptly up to three days before the closing date for return of submissions.

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Evaluation of submissions 14. The Commission will evaluate all submissions, without prejudice or bias towards any

one Tenderer that fulfil the conditions and requirements of the Invitation to Tender. The approved suppliers will not automatically be those quoting the lowest costs.

Submissions will be evaluated according to criteria specified in the Business questionnaire evaluation criteria and tender evaluation matrix (these documents are part of this Invitation to Tender). Award to the Framework Agreement and subsequent Assignment Contracts will be on the basis of the most economically advantageous Tenders.

Calculating Price Scores

15 Comparison of Tenderers’ price bids will be based on the total costs provided in the

Tenderers response to Section 2d (Pricing and Staffing Schedules). Further details of this methodology can be found in the evaluation matrix for each lot of this framework agreement.

Formal Briefing 16. If you have specific questions/queries relating to the requirement, please forward

these to the nominated Commission representative identified in paragraph thirteen (13) above. We also intend holding a briefing at which you can ask questions in person if you prefer.

Date: Monday 17 June Time: 11am - 12 noon Venue: 3 Bunhill Row, London, EC1Y 8YZ Up to two representatives from any agency will be able to attend. If you would like to

attend, please inform Joe Hewton by email by Thursday 13 June ([email protected]).

Yours sincerely, Phil Thompson Research and Evaluation Manager

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ANNEX A Instructions to Tenderers 1. Invitation to Tender documents

1.1 The Tenderer is expected to examine all of the instructions, forms, Terms and

Conditions and specifications that comprise the Invitation to Tender documents. Unless the Tenderer provides all of the information required, the submission may not be deemed compliant and may be rejected.

1.2 The Tenderer shall provide three paper copies plus one electronic (CD or memory

stick) copy of their proposals in the following format.

a. Completed Business Questionnaire b. Completed Forms of Tender Parts I, II and III (Section 3(a)) c. Completed Administrative Instructions (Section 3(b)) d. Completed Method Statement (Section 3(c)) e. Completed Pricing and Staffing Schedules (Section 3(d)) f. Additional supporting information

1.3 The returned submission should be restricted to information that is specific to this

Framework Agreement. General company information should not be included. 1.4 All specifications, plans, drawings, samples and patterns issued in connection with the

Invitation to Tender remain the property of the Commission and are to be used solely for the purpose of this Tender.

2. Amendments to Invitation to Tender documents 2.1 At any time prior to the deadline for receipt of submissions, the Commission may

modify the Invitation to Tender documents by amendments. 2.2 Any such amendments will be ratified in writing to all prospective Tenderers, in

sequentially numbered communications, and will be binding on them. 2.3 The Tenderer is required to record all such amendments on the form provided, which

must be returned with the submission. 2.4 The Commission may extend the deadline for Tenderers to allow for significant

amendments to be fully assessed and taken into account. 3. Tender prices

3.1 Tenderers should use the Pricing and Staffing Schedules at Section 3(d) to detail their

prices for the cost of the Framework Agreement requirements. 3.2 The basis of the prices shall be inclusive of all costs.

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3.3 Other information requested should be submitted with the Form of Tender. 3.4 The Commission reserves the right to reject any Tender if the Tenderer has failed to

complete and return all parts of the Form of Tender and requested information. 3.5 Full and inclusive Prices will be confirmed upon award of an Assignment Contract. 3.6 The Commission acknowledges that Variations to an Assignment Contract may be

required. The details of this process are clearly outlined within Section One (Conditions of Contract for Framework Agreement).

4 Contractor selection 4.1 The successful Tenderers will offer the best overall balance between service quality

and cost with regard to (in no particular order of importance) ability of the Tenderer to meet the terms of the Business Questionnaire; service delivery; management, supervision and resources; and price.

4.2 A comparison of costs will be based on the Tenderer’s prices submitted using the

Pricing Schedules found in Section 3(d) of this Invitation to Tender. 4.3 The assessment of potential service quality will initially be based on the completed

Method Statement found at Section 3(c) of this Invitation to Tender. 5. Documents establishing the Tenderer’s eligibility and qualifications

5.1 If requested, the Tenderer shall provide documents with the submission establishing

his eligibility to tender and qualifications to fulfil the Framework Agreement specification.

6. Submission of Tenders 6.1 The Tenderer shall seal the Tender securely in an unmarked envelope and send

three paper copies plus one electronic (CD or memory stick) copy of it to the address shown on page two (2), paragraph eight (8) of this Invitation to Tender. A template of the return address label is included at Annex C for your use.

6.2 The submission must be received by post, hand delivery or delivery by courier, at that

address no later than the date and time specified in the Invitation to Tender. 6.3 Any submission received after the deadline may be rejected and returned to the

Tenderer. 6.4 Telephone, fax, e-mail or telex submissions will not be accepted. 6.5 Submissions and all supporting information must be priced in sterling and all payments

will be made in sterling. 6.6 The Tenderer should not amend the Form of Tender and Pricing and Staffing

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Schedules in any way - any modification considered necessary should form the subject of a separate letter to accompany the submission. Figures should not be over-written or erased once they have been entered in the Pricing and Staffing Schedules. Any alteration necessary should be made by striking through the incorrect entry and inserting the correct figures above the originals. Such alterations must be made in ink and signed by the Tenderer.

7. Compliance 7.1 Tenderers must submit a compliant submission in accordance with the above

instructions and the Scope of Work, which represent the minimum requirements. 7.2 Submissions must be based on the conditions set out in the Invitation to Tender;

otherwise they may be rejected on the grounds of non-compliance with the technical or commercial requirements.

7.3 Any areas of non-compliance with this Invitation to Tender must be detailed by the

Tenderer in a separate covering letter to be attached to the submission return. 8. Tender costs 8.1 The Commission will not be liable for any cost incurred in submitting a proposal. While

the information supplied by the Commission in these documents is given in good faith, it is the responsibility of Tenderers to obtain at their own expense all information necessary for the preparation of their submission.

9. Modification and withdrawal of submissions 9.1 If a submission is submitted prior to the deadline, the Tenderer may modify the

submission prior to the deadline for receipt giving notice in writing. The modification must be sent sealed, in the same manner as the original. The envelope must be identified externally with the Invitation to Tender reference and marked ‘Commercial in Confidence’.

9.2 No submission may be modified after the deadline for receipt. 9.3 Submissions may be withdrawn at any time before notice of the Framework

Agreement Award, providing such intention is expressed in writing (including e-mail or fax to the Commission.

10. Notification of Preferred Contractor status 10.1 The Commission will notify Preferred Contractors for this Framework Agreement as

soon as is reasonably practicable. 10.2 A separate Framework Agreement Services Order form will be used for the award of

Assignment Contracts, as detailed within Section One (Framework Agreement Conditions of Contract for services).

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ANNEX B

Tender evaluation matrix for quantitative research For all criteria, where a tenderer gives no information a score of 0 will be awarded.

Criteria Scoring Weighting Maximum weighted score

1. Service delivery proposal

Selecting a methodology 1 – Some competence in general principles of quantitative research.

2 – Sound competence in general principles of quantitative research with some understanding of the Commission’s requirements.

3 - Sound competence in general principles of quantitative research and a good understanding of the Commission’s requirements.

4 – High levels of competence in general principles of quantitative research and an excellent understanding of and clear capability to deliver the Commission’s requirements.

4 16

Sampling 4 16

Question development and conducting fieldwork

3 12

Analysis and reporting of findings

3 12

Ability to meet tight timescales

2 8

Accuracy and completeness studies (bonus points)

1 – Some understanding and/or competence in relation to this research.

2 – Full understanding and competence in relation to this research. 2 4

2. Management, supervision and resources

Staffing 1 – Little evidence of appropriate staffing or expertise relevant to the Commission’s requirements.

2 – Some evidence of appropriate staffing and expertise relevant to the Commission’s requirements.

3 – Clear evidence of appropriate staffing and expertise relevant to the Commission’s requirements.

4 12

Risks and mitigation 1 – Little evidence of risk assessment appropriate to the Commission’s requirements.

2 – Some evidence of risk assessment appropriate to the Commission’s requirements.

3 – Clear evidence of risk assessment appropriate to the Commission’s requirements.

2 6

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Quality control systems 1 – Little information about quality assurance.

2 – Some evidence of quality assurance in relation to the Commission’s requirements.

3 – Clear evidence of quality assurance in relation to the Commission’s requirements, including comprehensive examples of how quality control systems will be applied for this research lot.

4 12

Equalities 1 – Little evidence of compliance with relevant equalities legislation and promotion of equality.

2 – Some evidence of compliance with relevant equalities legislation and promotion of equality.

3 – Clear evidence of compliance with relevant equalities legislation and promotion of equality, including comprehensive examples of how equality is promoted in the type of research covered by this lot.

4 12

3. Cost

Cost Scores from 0-100.

Cost will be evaluated taking into account the individual costs given. For each methodology the average cost will be calculated and awarded a score of 50 (which is half of the maximum possible score of 100). Tenderers’ scores will then be calculated by either deducting half a point from a total of 50 for each percentage point above the average priced tender; or by adding half a point for each percentage point below the average price.

The sum of all individual scores for each tenderer will then be divided by the number of methodologies that they have cost for to give the overall score. For a worked costs example see Appendix 1.

The Commission reserves the right to query any costs which are unusually high or low in relation to the average cost.

0.4 40

4. Business questionnaire

Business questionnaire Scores from 0-70

Please refer to the Section 4: Business Questionnaire for the evaluation criteria.

Please note that if a tenderer fails any of the pass/fail questions in the business questionnaire, they will be automatically disqualified.

0.2 14

Total 164

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Tender evaluation matrix for qualitative research For all criteria, where a tenderer gives no information a score of 0 will be awarded.



Selecting a methodology 1 – Some competence in general principles of qualitative research.

2 – Sound competence in general principles of qualitative research with some understanding of the Commission’s requirements.

3 - Sound competence in general principles of qualitative research and a good understanding of the Commission’s requirements.

4 – High levels of competence in general principles of qualitative research and an excellent understanding of and clear capability to deliver the Commission’s requirements.

4 16

Sampling 4 16

Question development and conducting fieldwork

3 12


3 12


2 8





4 12




2 6




4 12

11




4 12

3. Cost


Cost will be evaluated taking into account the individual costs given. For each methodology the average cost will be calculated and awarded a score of 50 (which is half of the maximum possible score of 100). Tenderers’ scores will then be calculated by either deducting half a point from a total of 50 for each percentage point above the average priced tender; or by adding half a point for each percentage point below the average price.

The sum of all individual scores for each tenderer will then be divided by the number of methodologies that they have cost for to give the overall score. For a worked costs example see Appendix 1.


0.4 40





0.2 14

Total 160

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Tender evaluation matrix for collection and analysis of electoral data For all criteria, where a tenderer gives no information a score of 0 will be awarded.



Collection, entry and storage of data

1 – Some competence in general principles of data collection and analysis.

2 – Sound competence in general principles of data collection and analysis with some understanding of the Commission’s requirements.

3 - Sound competence in general principles of data collection and analysis and a good understanding of the Commission’s requirements.

4 – High levels of competence in general principles of data collection and analysis and an excellent understanding of and clear capability to deliver the Commission’s requirements.

4 16

Processes for checking and validating data

4 16


3 12


2 8





4 12




2 6




4 12

13




4 12

3. Cost


Cost will be evaluated taking into account the individual costs given. For each set of elections the average cost will be calculated and awarded a score of 50 (which is half of the maximum possible score of 100). Tenderers’ scores will then be calculated by either deducting half a point from a total of 50 for each percentage point above the average priced tender; or by adding half a point for each percentage point below the average price.

The sum of all individual scores for each tenderer will then be divided by the number of elections that they have costed for to give the overall score. For a worked costs example see Appendix 1.


0.4 40





0.2 14

Total 148

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ANNEX C Template of the return address label:

Commercial in Confidence NOT TO BE OPENED UNTIL 12 noon, 2 August 2013

TENDER DOCUMENTS ENCLOSED (Ref. No. C0033-PT-DCE) Joe Hewton Senior Research Officer

The Electoral Commission 3 Bunhill Row London EC1Y 8YZ

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Appendix 1 Worked example of cost scoring Tenderers' submitted costs

Quantitative methodology Supplier A Supplier B Supplier C Average

Cost

Public opinion survey - 1000 respondents £180 £289 £420 £296

Public opinion survey - 4000 respondents £350 £489 £620 £486

Face to face - 700 respondents £589 £500 £900 £663

Face to face - 2000 respondents £450 £700 £1,500 £883

Online - 1000 respondents £60 n/a £150 £105

Online - 4000 respondents £150 n/a £200 £175

Accuracy and completeness - 1000 addresses £700 £1,000 n/a £850

Accuracy and completeness - 5000 addresses £2,000 £3,000 n/a £2,500

Difference between submitted and average cost

Quantitative methodology Supplier A Supplier B Supplier C

Public opinion survey - 1000 respondents -39% -2% 42%

Public opinion survey - 4000 respondents -28% 1% 27%

Face to face - 700 respondents -11% -25% 36%

Face to face - 2000 respondents -49% -21% 70%

Online - 1000 respondents -43% n/a 43%

Online - 4000 respondents -14% n/a 14%

Accuracy and completeness - 1000 addresses -18% 18% n/a

Accuracy and completeness - 5000 addresses -20% 20% n/a

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Score awarded - maximum score 100

Quantitative methodology Supplier A Supplier B Supplier C

Public opinion survey - 1000 respondents 70 51 29

Public opinion survey - 4000 respondents 64 50 36

Face to face - 700 respondents 56 62 32

Face to face - 2000 respondents 75 60 15

Online - 1000 respondents 71 n/a 29

Online - 4000 respondents 57 n/a 43

Accuracy and completeness - 1000 addresses 59 41 n/a

Accuracy and completeness - 5000 addresses 60 40 n/a

Total Score 511 305 184

Number of Costs Provided 8 6 6

Unweighted Score 64 51 31

Weighted Score 26 20 12