Digital printing services

Tender description

Copeland Borough Council is seeking to appoint a service provider for the provision of all electoral printing services to the Council. The contract will be for the printing and supply of ballot papers, poll cards and postal ballot packs, including making up and despatch of packs to electors, for Parliamentary and Local elections and local and national referendums. Printing and despatch of all annual canvass forms including HEF’s, ITR’s, Confirmation / Review letters, and associated work. The service provider must have the necessary expertise and capacity to deliver major projects to tight timescales, and must be familiar with and be able to meet the required standards of the relevant professional and/or regulatory bodies including the Electoral Commission. 1) Artwork and Proofing: All stationery and materials provided shall be supplied in compliance with legislation, dates and times provided. Proofing is a key requirement for this contract, and proofs must be signed off by the Authority before printing. Live proofs shall be provided as required. Printing or production should not proceed until approval has been received. All stored and printed data must follow all legal requirements including the provisions of current Data Protection Legislation covering digital and hard copy content. 2) Printing Requirements: The successful supplier will be required to print the materials outlined from data supplied by the local authority’s electoral registration software. Production and printing may include but not be limited to: a) Poll Cards: printing of poll cards, proxy poll cards and postal poll cards; b) Postal Vote: printing of postal vote statement and instructions for postal voters including outer envelope, return envelope and ballot paper envelope; c) Ballot Papers: printing of ballot papers; d) Register of Electors: printing of registers and polling station registers; e) HEF Canvass Forms: printing of initial, reminder and final reminder forms, to also include outer envelope, return envelope and leaflet. f) ITR Canvass Forms: printing of initial, reminder and doorstep canvass forms to also include outer envelope and return envelope; g) Household Notification Letter (HNL): printing of HNL letters, to include outer envelope; h) Individual Electoral Registration (IER) Correspondence: printing of all letters and application; i) Mayoral Booklet: provide a Candidates Address Booklet to be sent to every elector entitled to vote at the election. 3) Mailing: All Envelopes must be prepared in accordance with Royal Mail requirements unless otherwise requested by the Authority. It is the Supplier(s) responsibility to arrange for accreditation of the outgoing and return envelopes by Royal Mail. 4) Election timetable: The Elections currently scheduled to take place during the next three to 4 years are as follows: 2019 — Borough, Mayoral and Parish Elections (May); 2020 — Police and Crime Commission Election (May); 2021 — County Council Elections (May); 2022 — Parliamentary General Election (May). 5) Technology: Supplier(s) must be able to interface with all election software systems available and being utilised. The Authority is currently utilising Idox (Halarose). Also, our adjoining authority from whom we take data from for the purpose of Parliamentary Election are currently on Democracy Counts.