Scope
Reference
NEPO504
Description
The Association of North East Councils Trading as the North East Procurement Organisation (NEPO) is establishing a multi-supplier Framework Agreement for the provision of election and electoral registration printing and related services for use by contracting authorities throughout the North East region.
This Framework provides NEPO Member Authorities with access to a wide range of Suppliers capable of delivering specialised election and electoral registration printing and related services.
Suppliers appointed to the Framework are required to deliver services in a reliable, cost-effective and compliant manner, ensuring high standards of safety and quality.
The Framework is open for North East Member Authorities only, enabling them to procure efficiently and effectively to meet the needs of their service users.
Commercial tool
Establishes an open framework
Framework
Open framework scheme end date (estimated)
30 November 2033
Maximum percentage fee charged to suppliers
1%
Further information about fees
NEPO operates a contract rebate arrangement whereby Suppliers are asked to repay NEPO a set percentage of each invoice in respect of orders placed by any Contracting Authority accessing the Framework. The maximum rebate taken by NEPO against the value of awarded contracts will not exceed 1.0%.
Framework operation description
The successful Suppliers will enter into a Framework Agreement (NEPO504 Election and Electoral Registration Print) with NEPO. This Framework will be made accessible to the North East Member Authorities via Call-Off Contracts.
Prices are an inclusive cost for each product detailed in the Pricing Schedule.
The Price will be fixed for the initial period of the Framework. Thereafter, price increases, conducted as price change request, will be considered where the Supplier can demonstrate in a transparent manner that such increases are justified. Price increases will be managed in accordance with the Terms & Conditions detailed in the Framework Terms and Conditions for Goods. Any agreed price changes will remain fixed for a minimum of 12 months.
Any Price variations must be submitted to NEPO by the Supplier before the scheduled deadline, with full supporting evidence to justify the variations. The application must be made in writing and observe the notice period for review and must be submitted in the correct format as determined by NEPO.
Suppliers may also request a Price Variation inline with Royal Mail's published price guidance where the Supplier is able to demonstrate any changes which apply.
Contracting Authorities may establish Call-Off Contracts through either Direct Award or Further Competition. A Direct Award may be used where the Contracting Authority objectively determines that a supplier can fully meet their specific requirements. This is subject to the Contracting Authority's internal procurement and legal guidelines permitting a Direct Award.
All suppliers awarded to the Framework may be invited to participate in Further Competitions. The evaluation criteria for any Further Competition will be specified by the Contracting Authority and included in the competition documentation. Suppliers will be required to submit pricing based on the specific project requirements.
The Framework will be established as an Open Framework under section 49 of the Procurement Act. The second Framework will be awarded before the third anniversary of the commencement date; it is estimated this will be Q2/2028. As such, suppliers which have not been appointed to the first Framework will have the opportunity to be appointed to a subsequent Framework. Following the second Framework, NEPO intends to award further successive Frameworks at least every 3 years until expiry of the Open Framework term, which will not exceed eight years in total (in accordance with section 49(2)(c) of the Act).
NEPO reserves the right, at its sole discretion, to reopen the Open Framework throughout its term to award a successive Framework in the scheme. NEPO may exercise this right where there is a need to increase capacity in the market or to respond to emerging market conditions or to address additional works requirements or to replace a supplier due to failure/poor performance/material breaches. In each case, a Tender Notice shall be published informing suppliers of the procurement process for the next Framework in the scheme.
Each Framework under the Open Framework will expire on the award of the next Framework in the scheme. However, if a Framework expires while a process for the award of a Call-off Contract is ongoing, a Contracting Authority may continue to process and award the Call-off Contract as though the Framework had not expired.
NEPO reserves the right not to procure or award any successive Framework in the Open Framework scheme
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
The Solution will be available for use by NEPO Member Authorities and any associated organisation only.
NEPO Member Authorities Include:
Darlington Borough Council
Durham County Council
Gateshead Council
Hartlepool Borough Council
Middlesbrough Council
Newcastle City Council
North Tyneside Council
Northumberland County Council
Redcar and Cleveland Borough Council
South Tyneside Council
Stockton On Tees Borough Council
Sunderland City Council
Contracting authority location restrictions
- UKC - North East (England)
Contract 1
Suppliers (4)
- ADARE SEC LIMITED
- CIVICA ELECTION SERVICES LIMITED
- Financial Data Management Ltd
- Print Image Network Ltd
Contract value
- £75,000,000 excluding VAT
- £90,000,000 including VAT
Above the relevant threshold
Date signed
1 December 2025
Contract dates
- 1 December 2025 to 30 November 2033
- 8 years
Main procurement category
Goods
CPV classifications
- 22000000 - Printed matter and related products
- 79800000 - Printing and related services
Contract locations
- UKC - North East (England)
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Suppliers
ADARE SEC LIMITED
- Companies House: 02814431
- Public Procurement Organisation Number: PVJX-8454-QVHH
133 Scudamore Road
Leicester
LE3 1UQ
United Kingdom
Email: bidteam@adaresec.com
Website: http://www.adaresec.com
Region: UKF21 - Leicester
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
CIVICA ELECTION SERVICES LIMITED
- Companies House: 02263092
- Public Procurement Organisation Number: PPGC-9469-GPCM
Southbank Central
London
SE1 9LQ
United Kingdom
Email: electionservices@civica.com
Website: https://www.civica.com/en-gb/campaigns/civica-election-services/
Region: UKI44 - Lewisham and Southwark
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
Financial Data Management Ltd
- Companies House: 2827644
- Public Procurement Organisation Number: PTJX-7612-MYWM
Unit 7 Segro Park, 160 Bidder Street
London
E16 4ES
United Kingdom
Region: UKI41 - Hackney and Newham
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
Print Image Network Ltd
- Companies House: 4009079
- Public Procurement Organisation Number: PCHZ-7336-TPDV
The Tannery, Water Street
Stockport
SK1 2BP
United Kingdom
Email: sales@pin-communications.com
Website: http://www.pin-communications.com
Region: UKD35 - Greater Manchester South East
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
Contracting authority
The Association of North East Councils Limited
- Companies House: 05014821
- Public Procurement Organisation Number: PYVX-2132-JNMM
Northern Design Centre
Gateshead
NE8 3DF
United Kingdom
Email: professionalservices@nepo.org
Website: http://www.nepo.org
Region: UKC22 - Tyneside
Organisation type: Public authority - sub-central government