Scope
Reference
P0358-2026
Description
Birmingham City Council wishes to establish a framework agreement for the provision of Elections and Registration Services.
Birmingham Elections Office deals with all elections within the local authority area. This involves dealing with over 750,000 electors, including 75,000 postal voters. There are usually citywide elections at least every 2 years, with local elections scheduled in 2026 and 2030, Police and Crime Commissioner and Combined Authority Mayoral Elections in 2028 and 2032. The General Election will be held at some point before July 2029. This contract would cover all elections held within Birmingham during the life of the contract, including these citywide elections, but also ward by elections, and neighbourhood planning referendums. It would not cover BID Ballots or non-binding local referendums.
The contract would also cover the provision of statutory forms relating to Electoral Registration - including all Household correspondence sent out during the annual canvass period (including Canvass Forms, Canvass Communication As and Bs) and Invitations to Register for individual electors. This could amount to mailings to 450,000 properties. The Annual Canvass happens every year (usually between August and November).
The framework agreement being procured have been split into 2 Lots, as follows.
• Lot 1: A managed postal vote service to handle returned postal votes during elections.
• Lot 2: Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms
The following outcomes are anticipated over the life of the contract as a result of the proposed procurement process to be carried out:
• Ensuring all citizens have the opportunity to vote.
• Empowering citizens to make their voices heard
• Guaranteeing voting access for all eligible citizens
• Increasing resident engagement in statutory processes
• Providing a secure and accurate result that everyone trusts due to the election being carried out to a high standard in accordance with all relevant legislation
Tenderers may bid for one or both lots. A single Provider will be appointed to each lot.
The framework agreement will commence on 27th January 2026 and will be in place for a period of 4 years. (Unless terminated under the terms and conditions of the contract)
The Council will be using its free to use e-tendering system (in-tend) for the administration of this procurement process and potential suppliers must register with the system to be able to express an interest. If you wish to express an interest in this opportunity please click on the following link to access https://in-tendhost.co.uk/birminghamcc/ and submit your details to register. You will then be able to log on which will enable you to download all relevant Invitation to Tender (ITT) documentation. If you are unable to register with In-tend or have any questions or problems on how to use this web site please either email us at: etendering@birmingham.gov.uk
Your completed tender submission should be returned by noon on 29th September 2025 via the 'in-tend' system https://in-tendhost.co.uk/birminghamcc
Commercial tool
Establishes a framework
Total value (estimated)
- £4,000,000 excluding VAT
- £4,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 27 January 2026 to 26 January 2030
- 4 years
Main procurement category
Services
CPV classifications
- 22000000 - Printed matter and related products
- 22821000 - Electoral forms
- 30199700 - Printed stationery except forms
- 60411000 - Scheduled airmail transport services
- 64110000 - Postal services
- 64112000 - Postal services related to letters
- 79571000 - Mailing services
- 79800000 - Printing and related services
- 79810000 - Printing services
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
Lot constraints
Description of how multiple lots may be awarded:
Tenderers may bid for one or both lots. A single Provider will be appointed to each lot.
Lot LOT-0001. A managed postal vote service to handle returned postal votes during elections.
Description
A managed postal vote service to handle returned postal votes during elections.
(Electors have the choice to vote by post at any election, and there is very specific legislation around what a postal vote must include, and how it needs to be handled when it is returned by the elector to ensure that it is only included in the counting of the votes if it is valid).
Lot value (estimated)
- £750,000 excluding VAT
- £900,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms
Description
Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms The Council is seeking a supplier who specialises and has experience in providing all services related to the provision of election printing, including the provision of poll cards, ballot papers, postal voting packs, and associated services including pack assembling and mailing solutions. This includes printing forms for electoral registration - including Invitations to Register and Canvass Communications.
Lot value (estimated)
- £3,250,000 excluding VAT
- £3,900,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
2
Maximum percentage fee charged to suppliers
0%
Framework operation description
The framework agreement being procured have been split into 2 Lots, as follows.
• Lot 1: A managed postal vote service to handle returned postal votes during elections.
• Lot 2: Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms
Tenderers may bid for one or both lots. A single Provider will be appointed to each lot.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Particular suitability
Lot LOT-0001. A managed postal vote service to handle returned postal votes during elections.
Lot LOT-0002. Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
19 September 2025, 11:59pm
Tender submission deadline
29 September 2025, 11:00am
Submission address and any special instructions
The Council will be using its free to use e-tendering system (in-tend) for the administration of this procurement process and potential suppliers must register with the system to be able to express an interest. If you wish to express an interest in this opportunity please click on the following link to access https://in-tendhost.co.uk/birminghamcc/ and submit your details to register. You will then be able to log on which will enable you to download all relevant Invitation to Tender (ITT) documentation. If you are unable to register with In-tend or have any questions or problems on how to use this web site please either email us at: etendering@birmingham.gov.uk
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 November 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%. |
Price |
Weighting description
Tenders will be assessed using the quality / social value / price in accordance with a pre-determined assessment model. The quality element will account for 50%, social value 20% and price 30%.
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Following market consultation, it has been identified that there are a small number of key organisations in the market with the ability to deliver the service required. The organisations identified have adequate knowledge and experience of delivering such services, and there is confidence that the market can deliver this service to a sufficient quality standard.
Contracting authority
Birmingham City Council
- Public Procurement Organisation Number: PCJJ-4826-QMLZ
Council House, 1 Victoria Square
Birmingham
B1 1BB
United Kingdom
Contact name: Commercial and Procurement Services
Email: etendering@birmingham.gov.uk
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government