Scope
Reference
25-S-037
Description
Printing Contract for Electoral Services for Elections/Business Improvement District Elections (BID), Canvass and all year-round Registration/Printing Requirements and emailing/posting statutory forms.
Contract 1
Supplier
Contract value
- £640,000 excluding VAT
- £800,000 including VAT
Above the relevant threshold
Earliest date the contract will be signed
28 November 2025
Contract dates (estimated)
- 2 January 2026 to 31 March 2029
- Possible extension to 31 March 2030
- 4 years, 2 months, 30 days
Description of possible extension:
1 x 12mth
Main procurement category
Services
CPV classifications
- 79810000 - Printing services
- 79800000 - Printing and related services
- 79811000 - Digital printing services
- 79820000 - Services related to printing
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
Contract locations
- UKJ11 - Berkshire
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
Single supplier - technical reasons
pursuant to Section 41 and Schedule 5 (Regulation 7) of the Procurement Act 2023, which permits a direct award justification for additional or repeat goods, services or works, namely
7.The public contract concerns the supply of goods, services or works by the existing supplier which are intended as an extension to, or partial replacement of, existing goods, services or works in circumstances where-
• (a)a change in supplier would result in the contracting authority receiving goods, services or works that are different from, or incompatible with, the existing goods, services or works, and
• (b)the difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance."
Expected outcomes from Contract
• Maintain the existing quality and continuity of service by having the same Supplier for Software and Printing. This includes the benefits afforded by Civica with their inter operational package.
• Deliver all aspects of our Service - Election, Canvass and all year-round Registration.
• Accuracy - Civica experience provides confidence in their ability to deliver accurately to Reading Borough Council.
• Time Management - Civica's understanding of the Electoral process ensures timely printing 100% every time and reduces risk of error.
• Support - Specialist Project Manager is assigned to RBC who understands the nuances of Electoral printing.
• Training would not be necessary if we are able to maintain the existing service.
• GDPR Compliant.
• Statutory Requirements/Legislation Changes - Civica are fully aware of and respond to the changes made by the Electoral Commission/Government.
Supplier
Civica Election Services
- Companies House: 02263092
33 Clarendon Road
London
N8 0NW
United Kingdom
Telephone: 02083658909
Region: UKI43 - Haringey and Islington
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1
Contracting authority
Reading Borough Council
- Public Procurement Organisation Number: PWBJ-9435-VXQQ
Bridge Street
Reading
RG1 2LU
United Kingdom
Contact name: Claire Woodford
Email: pchub@reading.gov.uk
Region: UKJ11 - Berkshire
Organisation type: Public authority - sub-central government