Printing and distribution services

Tender description

The tender is split in to 2 lots, and service providers can bid for both or just one lot. Lot 1 is for the supply of Bulk mailing and printing services in respect of the production and dispatch of a range of documents; Lot 2 is for the supply of elections and electoral bulk mailing and printing services. The specification details various election and print scenarios that could occur in the first 2 years of the initial term. The documents to be produced and dispatched will predominantly include Council tax, business rates and business improvement district (BID) bills, reminders, summonses and liability orders, along with benefit notification letters. Annual billing in February/March each year is the largest single requirement and of the highest importance. All documents must be produced and dispatched to strict deadlines and according to statutory legislation. The documents generally contain some personalised variable information, for example, payee’s name and address, charge details and instalment details. Other information is fixed, for example, payment facilities, statutory information about the charges and about the Council’s budgets. There may also be the requirement during the contract period for the Council to place orders with the service provider to produce ad-hoc bulk mailings, for example bills, invoices and associated letters, for other services within the Council and Derby Homes Ltd, an Arm’s Length Management Organisation (ALMO) and social housing provider. The specification details various election and print scenarios that the Council reasonably expect could occur during the first 2 years of the initial term. — the combined local and police and crime commissioner election to be held on 7.5.2020; — a potential city wide local election; — a potential unplanned referendum or parliamentary election; — a potential ward by election; — printing of annual canvass and ongoing registration forms. Derby City Council currently elects its city councillors by thirds which means it has elections each year for 3 years in a 4-year cycle. Year 4 is a fallow year. The current cycle of local elections runs from May 2018 to May 2020. The next fallow year will be 2021. The service provider must have a single point of contact during the whole production process who is able to resolve any issues should they arise. We will need to agree all timescales and deadlines in advance of each election/referendum.