Scope
Reference
TD2296 / DN782861
Description
Derby City Council (the Council) is undertaking this procurement to establish a contract for the supply of a Bulk Mailing service, in respect of production and dispatch of a range of documents required by the Council. Further details can be found in Part Three - Specification when you have downloaded the tender documents. Guidance is provided below on how to access them.
Please note suppliers wishing to express interest and obtain the documentation must do so by 12:00 on Monday 25th August 2025. It is recommended that you express interest and obtain the documentation well before this time to allow sufficient time to prepare and submit a bid.
The deadline to submit clarification questions is Monday 11th August 2025.
The deadline for returns is 12:00 on Tuesday 26th August 2025.
Documents are available at: (https://www.eastmidstenders.org)
Please search for TD2296 in the search engine to find the opportunity. Once you have registered an interest the project will be in your "My activities" section where you can start your response.
This procurement takes place within in the context of the ongoing Local Government Reorganisation (LGR), which may result in changes to council structures and service delivery responsibilities during the contract term.
The estimated contract value stated in this notice includes potential future requirements which may arise because of LGR. This includes indicative increases in service scope or volume over the live of the contract. These elements are included for planning purposes and flexibility within the contract and do not represent committed spend. Full details are provided in the tender documents, specifically in Section 1.2 of the ITT, Section 2 of the Specification and the Pricing Schedule. This approach is intended to ensure the contract remains scalable and fit for purpose throughout its duration.
The core contract value, estimated at £922,298.18, based on known current service requirements.
Due to potential future changes in service scope or volume linked to LGR the Council anticipates a potential increase to the overall contract value by £415,000 - £600,000.
The total contract value if the LGR takes place will be approximately £1,337,574 - £1,522,574.
Total value (estimated)
- £922,298.18 excluding VAT
- £1,106,757.82 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 January 2026 to 4 January 2028
- Possible extension to 4 January 2030
- 4 years
Description of possible extension:
There will be an option to extend the contract for two (2) years in 12-month increments, subject to satisfactory performance and business needs. Maximum contract period is four (4) years (48 months).
Options
The right to additional purchases while the contract is valid.
There will be an option to extend the contract for two (2) years in 12-month increments, subject to satisfactory performance and business needs. Maximum contract period is four (4) years (48 months).
Main procurement category
Services
CPV classifications
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
Contract locations
- UKF11 - Derby
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
13 August 2025, 11:59pm
Tender submission deadline
26 August 2025, 12:00pm
Submission address and any special instructions
Documents are available at: (https://www.eastmidstenders.org)
Please search: TD2296 in the search engine.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
11 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 May 2029
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 50% |
| Quality | Quality | 50% |
Other information
Payment terms
As per Part Three - Specification
Description of risks to contract performance
As per Part Three - Specification
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Derby City Council
- Public Procurement Organisation Number: PQVM-1383-ZBXP
The Council House - Corporation Street
Derby
DE1 2FS
United Kingdom
Email: procurement@derby.gov.uk
Region: UKF11 - Derby
Organisation type: Public authority - sub-central government