Elections and Registration Services

{
  "buyer": {
    "id": "GB-PPON-PCJJ-4826-QMLZ",
    "name": "Birmingham City Council"
  },
  "date": "2025-09-03T14:54:13+01:00",
  "id": "053598-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-052302",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Birmingham",
        "postalCode": "B1 1BB",
        "region": "UKG31",
        "streetAddress": "Council House, 1 Victoria Square"
      },
      "contactPoint": {
        "email": "etendering@birmingham.gov.uk",
        "name": "Commercial  and Procurement Services"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
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        ],
        "url": "https://in-tendhost.co.uk/birminghamcc/"
      },
      "id": "GB-PPON-PCJJ-4826-QMLZ",
      "identifier": {
        "id": "PCJJ-4826-QMLZ",
        "scheme": "GB-PPON"
      },
      "name": "Birmingham City Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "Following market consultation, it has been identified that there are a small number of key organisations in the market with the ability to deliver the service required. The organisations identified have adequate knowledge and experience of delivering such services, and there is confidence that the market can deliver this service to a sufficient quality standard."
  },
  "tag": [
    "tenderUpdate"
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  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-11-01T23:59:59+00:00"
    },
    "description": "Birmingham City Council wishes to establish a framework agreement for the provision of Elections and Registration Services.\nBirmingham Elections Office deals with all elections within the local authority area. This involves dealing with over 750,000 electors, including 75,000 postal voters. There are usually citywide elections at least every 2 years, with local elections scheduled in 2026 and 2030, Police and Crime Commissioner and Combined Authority Mayoral Elections in 2028 and 2032. The General Election will be held at some point before July 2029. This contract would cover all elections held within Birmingham during the life of the contract, including these citywide elections, but also ward by elections, and neighbourhood planning referendums. It would not cover BID Ballots or non-binding local referendums.\nThe contract would also cover the provision of statutory forms relating to Electoral Registration \u2013 including all Household correspondence sent out during the annual canvass period (including Canvass Forms, Canvass Communication As and Bs) and Invitations to Register for individual electors. This could amount to mailings to 450,000 properties. The Annual Canvass happens every year (usually between August and November).\nThe framework agreement being procured have been split into 2 Lots, as follows.  \n\u2022\tLot 1: A managed postal vote service to handle returned postal votes during elections.\n\u2022\tLot 2: Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms\nThe following outcomes are anticipated over the life of the contract as a result of the proposed procurement process to be carried out:\n\u2022 Ensuring all citizens have the opportunity to vote.\n\u2022 Empowering citizens to make their voices heard\n\u2022 Guaranteeing voting access for all eligible citizens\n\u2022 Increasing resident engagement in statutory processes\n\u2022 Providing a secure and accurate result that everyone trusts due to the election being carried out to a high standard in accordance with all relevant legislation\nTenderers may bid for one or both lots.  A single Provider will be appointed to each lot. \nThe framework agreement will commence on 27th January 2026 and will be in place for a period of 4 years. (Unless terminated under the terms and conditions of the contract)\nThe Council will be using its free to use e-tendering system (in-tend) for the administration of this procurement process and potential suppliers must register with the system to be able to express an interest. If you wish to express an interest in this opportunity please click on the following link to access https://in-tendhost.co.uk/birminghamcc/ and submit your details to register. You will then be able to log on which will enable you to download all relevant Invitation to Tender (ITT) documentation. If you are unable to register with In-tend or have any questions or problems on how to use this web site please either email us at: etendering@birmingham.gov.uk \nYour completed tender submission should be returned by noon on 29th September 2025 via the \u2018in-tend\u2019 system https://in-tendhost.co.uk/birminghamcc",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-03T14:54:13+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "053598-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/053598-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-09-19T23:59:59+01:00"
    },
    "id": "P0358-2026",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Printed matter and related products",
            "id": "22000000",
            "scheme": "CPV"
          },
          {
            "description": "Electoral forms",
            "id": "22821000",
            "scheme": "CPV"
          },
          {
            "description": "Printed stationery except forms",
            "id": "30199700",
            "scheme": "CPV"
          },
          {
            "description": "Scheduled airmail transport services",
            "id": "60411000",
            "scheme": "CPV"
          },
          {
            "description": "Postal services",
            "id": "64110000",
            "scheme": "CPV"
          },
          {
            "description": "Postal services related to letters",
            "id": "64112000",
            "scheme": "CPV"
          },
          {
            "description": "Mailing services",
            "id": "79571000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and related services",
            "id": "79800000",
            "scheme": "CPV"
          },
          {
            "description": "Printing services",
            "id": "79810000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and delivery services",
            "id": "79823000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and distribution services",
            "id": "79824000",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0001",
        "relatedLot": "LOT-0001"
      },
      {
        "additionalClassifications": [
          {
            "description": "Printed matter and related products",
            "id": "22000000",
            "scheme": "CPV"
          },
          {
            "description": "Electoral forms",
            "id": "22821000",
            "scheme": "CPV"
          },
          {
            "description": "Printed stationery except forms",
            "id": "30199700",
            "scheme": "CPV"
          },
          {
            "description": "Scheduled airmail transport services",
            "id": "60411000",
            "scheme": "CPV"
          },
          {
            "description": "Postal services",
            "id": "64110000",
            "scheme": "CPV"
          },
          {
            "description": "Postal services related to letters",
            "id": "64112000",
            "scheme": "CPV"
          },
          {
            "description": "Mailing services",
            "id": "79571000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and related services",
            "id": "79800000",
            "scheme": "CPV"
          },
          {
            "description": "Printing services",
            "id": "79810000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and delivery services",
            "id": "79823000",
            "scheme": "CPV"
          },
          {
            "description": "Printing and distribution services",
            "id": "79824000",
            "scheme": "CPV"
          }
        ],
        "id": "LOT-0002",
        "relatedLot": "LOT-0002"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "awardCriteria": {
        "description": "Tenderers may bid for one or both lots.  A single Provider will be appointed to each lot."
      }
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%."
        },
        "contractPeriod": {
          "endDate": "2030-01-26T23:59:59+00:00",
          "startDate": "2026-01-27T00:00:00+00:00"
        },
        "description": "A managed postal vote service to handle returned postal votes during elections. \n(Electors have the choice to vote by post at any election, and there is very specific legislation around what a postal vote must include, and how it needs to be handled when it is returned by the elector to ensure that it is only included in the counting of the votes if it is valid).",
        "id": "LOT-0001",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "A managed postal vote service to handle returned postal votes during elections.",
        "value": {
          "amount": 750000,
          "amountGross": 900000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%.",
              "name": "Simple description",
              "type": "price"
            }
          ],
          "weightingDescription": "Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%."
        },
        "contractPeriod": {
          "endDate": "2030-01-26T23:59:59+00:00",
          "startDate": "2026-01-27T00:00:00+00:00"
        },
        "description": "Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms The Council is seeking a supplier who specialises and has experience in providing all services related to the provision of election printing, including the provision of poll cards, ballot papers, postal voting packs, and associated services including pack assembling and mailing solutions. This includes printing forms for electoral registration \u2013 including Invitations to Register and Canvass Communications.",
        "id": "LOT-0002",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms",
        "value": {
          "amount": 3250000,
          "amountGross": 3900000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "status": "active",
    "submissionMethodDetails": "The Council will be using its free to use e-tendering system (in-tend) for the administration of this procurement process and potential suppliers must register with the system to be able to express an interest. If you wish to express an interest in this opportunity please click on the following link to access https://in-tendhost.co.uk/birminghamcc/ and submit your details to register. You will then be able to log on which will enable you to download all relevant Invitation to Tender (ITT) documentation. If you are unable to register with In-tend or have any questions or problems on how to use this web site please either email us at: etendering@birmingham.gov.uk",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "description": "The framework agreement being procured have been split into 2 Lots, as follows.  \n\u2022\tLot 1: A managed postal vote service to handle returned postal votes during elections.\n\u2022\tLot 2: Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms\nTenderers may bid for one or both lots.  A single Provider will be appointed to each lot.",
        "maximumParticipants": 2,
        "method": "withoutReopeningCompetition",
        "type": "closed"
      },
      "hasFrameworkAgreement": true
    },
    "tenderPeriod": {
      "endDate": "2025-09-29T11:00:00+01:00"
    },
    "title": "Elections and Registration Services",
    "value": {
      "amount": 4000000,
      "amountGross": 4800000,
      "currency": "GBP"
    }
  }
}