Printing and related services

Tender description

Portsmouth City Council (the Council) has awarded contracts for the printing and mailing of election and voter registration materials. The contracts commenced on 1.1.2018 and will run for an initial period of 3 years extendable in increments to be agreed at the option of the Council to a maximum of 5 years. Lot 1 comprises of the production of around 145 000 poll cards, 150 000 ballot papers and 24 000 postal vote packs and the mailing of poll cards for each of the Council's elections, by-elections or referenda over the term of the contract. The figures used are indicative and are subject to amendment. During the contract term these are the scheduled elections: May 2018: City Council Elections. May 2019: City Council Elections. May 2020: City Council Elections. May 2021: No scheduled Elections. May 2022: UK Parliamentary and City Council Elections. In addition the contract is required to cover any non-scheduled elections that may be required, such as: — UK Parliamentary, City Council or Police and Crime Commissioner by-election, — a snap general election, — a national referendum, — a European Parliamentary election, — a neighbourhood planning referendum, — a City Council Mayoral or regional Mayoral election (including by-elections) which may come into force during the contract period. Lot 2 covers the printing and mailing of Invitations to Register (ITR's) and Household Enquiry Forms (HEFs). The Council anticipates issuing approximately 3 000 ITRs every 3 weeks though there will be some variation in volume and frequency. It is expected that the total number of ITRs will be approximately 40 000 items per annum. The contract will also cover the production and mailing of HEFs (the Council has approximately 90 000 properties). The volumes used are indicative and are subject to amendment to reflect legislative requirements, Electoral Commission guidance and local circumstances.