Scope
Reference
HCC - 10/25 - HM
Description
Hertfordshire County Council (HCC) is a large user of postal services. It uses printed communications and physical letters to communicate with residents / individuals / businesses within the county and produced approximately 545,000 mail items in 2024/25 necessitating the need for a flexible and forward-thinking approach with the HCC postal system.
The current Hybrid Mail system used by HCC enables the electronic submission of documents for remote printing, enveloping, and posting. In the current year approximately 50% of our outbound mail has been sent via our Hybrid Mail system. The current system was adopted in 2020 and is widely utilised across HCC Services and teams, supporting essential communications such as general mailings, invoices, legal notices, and reminders, and aligns with GDPR and legal compliance standards. The current contract has reached the end of its initial 5-year term, and we have extended the maintenance contract.
Hertfordshire County Council (HCC) seeks to procure a modern, flexible, and scalable Hybrid Mail solution to support its evolving communication needs. The system must enable secure, efficient, and compliant electronic submission of documents for remote printing, enveloping, and posting.
Please refer to the PME document for full details.
The Council is carrying out PME in relation to this project. The Council will consider the feedback received to help inform the Council's options, requirements and further decision making.
For the avoidance of doubt, this stage of the project is not part of a formal procurement process and the Council is not committing, at this stage, to carrying out such a process.
Participation or non-participation in the PME shall not prevent any supplier participating in a potential future procurement, nor is it intended that any information supplied as part of the PME shall place any supplier at an advantage in a potential procurement process.
Please make sure that you have submitted your Supplier Questionnaire following the instructions within the PME documentation and e-tendering system. The Council will not be held accountable for any errors made by an organisation in submitting their Supplier Questionnaire.
Please note: The below contract start and end dates may be subject to change
Contract dates (estimated)
- 1 March 2026 to 30 April 2031
- Possible extension to 30 April 2033
- 7 years, 2 months
Main procurement category
Services
CPV classifications
- 48223000 - Electronic mail software package
- 64216120 - Electronic mail services
- 72412000 - Electronic mail service provider
- 79571000 - Mailing services
Contract locations
- UKH23 - Hertfordshire
Engagement
Engagement deadline
19 November 2025
Engagement process description
To access the PME documentation please visit the Council's e-tendering system Supply Hertfordshire, run by Intend at https://in-tendhost.co.uk/supplyhertfordshire and follow the on-screen guidance.
To participate in this PME, organisations must return their completed Supplier Questionnaire (Appendix A of the PME Document), together with any supporting documents, through the Correspondence area of the project on Supply Hertfordshire by the return deadline of 12.00 Noon on 19 November 2025, as per the PME documentation and e-tendering system.
Supplier Questionnaires received after the deadline may not be reviewed at the Council's sole discretion.
Please make sure that you have submitted your Supplier Questionnaire following the instructions within the PME documentation and e-tendering system.
The Council will not be held accountable for any errors made by an organisation in submitting their Supplier Questionnaire.
If you are experiencing problems with the Supply Hertfordshire website, In-Tend offer a help section which includes a dedicated UK support desk which can be contacted via email: support@in-tend.co.uk or Telephone: +44 1144070065 for any website/technical questions, Monday to Friday, 8:30-17:00. Participation in the PME will be at each organisation's own cost. No expense in responding to this PME will be reimbursed by the Council.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
Hertfordshire County Council
- Public Procurement Organisation Number: PWJT-5264-WYMY
Robertson House, Six Hills Way
Stevenage
SG1 2FQ
United Kingdom
Region: UKH23 - Hertfordshire
Organisation type: Public authority - sub-central government