Scope
Reference
DN793289
Description
Printing Transport & Postage requirements for Cornwall Council Elections 2026-20231 (5 years plus 2 year extension option) Elections timetable 2026/27- No planned election (potential unplanned) 2027/28 - No planned election (potential unplanned) 2028/29 - Police and Crime Commissioner's and Cornwall Unitary Town and Parish Elections 2029/30- National general election + Local Elections 2030/31 - No planned election (potential unplanned) Every Year - Annual Canvass
Total value (estimated)
- £4,101,000 excluding VAT
- £4,921,200 including VAT
Above the relevant threshold
Contract dates (estimated)
- 10 February 2026 to 9 February 2031
- Possible extension to 9 February 2033
- 7 years
Description of possible extension:
1 x 2 year extension
Main procurement category
Services
Contract locations
- UKK30 - Cornwall and Isles of Scilly
Lot constraints
Maximum number of lots a supplier can bid for: 1
Maximum number of lots a supplier can be awarded: 1
Description of how multiple lots may be awarded:
1 - Printing & Postage
2 - Transport
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Printing & Postage
Description
Printing, Postage & Transportation requirements for Cornwall Council Elections 2026-20231 (5 years plus 2 year extension option)
Elections timetable
2026/27- No planned election (potential unplanned)
2027/28 - No planned election (potential unplanned)
2028/29 - Police and Crime Commissioner's and Cornwall Unitary Town and Parish Elections
2029/30- National general election + Local Elections
2030/31 - No planned election (potential unplanned)
Lot value (estimated)
- £3,771,000 excluding VAT
- £4,525,200 including VAT
CPV classifications
- 79800000 - Printing and related services
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Transport
Description
Printing Transport & Postage requirements for Cornwall Council Elections 2026-20231 (5 years plus 2 year extension option)
Elections timetable
2026/27- No planned election (potential unplanned)
2027/28 - No planned election (potential unplanned)
2028/29 - Police and Crime Commissioner's and Cornwall Unitary Town and Parish Elections
2029/30- National general election + Local Elections
2030/31 - No planned election (potential unplanned)
Lot value (estimated)
- £330,000 excluding VAT
- £396,000 including VAT
CPV classifications
- 60000000 - Transport services (excl. Waste transport)
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Printing & Postage
Lot 2. Transport
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
27 November 2025, 12:00pm
Tender submission deadline
5 December 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
14 January 2026
Recurring procurement
Publication date of next tender notice (estimated): 9 February 2032
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality |
Quality | 65.00% |
| Price | Price |
Price | 20.00% |
| Social Value | Social Value |
Quality | 15.00% |
Other information
Payment terms
payment terms are 30 days of date of an undisputed invoice
Description of risks to contract performance
9. Contract Risks
This procurement is to secure a Supplier for Elections on an initial 5-year contract term, from 10th February 2026 until 9th February 2031, with the provision to extend the contract term by an additional 2 years, resulting in a possible contract term of 7 years ending 9th February 2033.
The winning Supplier must identify, communicate, manage and monitor risks as part of their ongoing Contract management activities. Suppliers tendering for this opportunity must address risk management in the relevant aspects of their Tender submission. The Authority will evaluate the Supplier's approach to risk management as part of the relevant Tender evaluation criteria.
In addition to general contract risks, the following specific risks have been identified:
9.1 Election Timetable Volatility
Unscheduled elections (e.g., snap general elections, by-elections) mobilisation within a six-week timeframe. Suppliers must demonstrate robust contingency planning and scalable capacity to respond effectively to short-notice requirements within this period.
9.2 Data Protection and Cybersecurity
Handling of personal data during printing, transport, and storage of electoral materials presents a risk of data breach. Suppliers must comply with UK GDPR and demonstrate robust data security protocols.
9.3 Supply Chain Disruption
External factors such as fuel shortages, paper supply issues, or industrial action may impact delivery. Suppliers must outline alternative sourcing strategies and resilience measures.
9.4 Accuracy of Electoral Materials
Errors in poll cards, ballot papers, or postal vote packs could result in legal challenges or reputational damage. Suppliers must implement rigorous quality assurance and proofing processes.
9.5 Staffing and Resource Constraints
Inadequate staffing during peak periods may affect service delivery. Suppliers must demonstrate workforce planning and access to temporary or surge capacity.
9.6 Environmental and Sustainability Risks
Failure to meet environmental standards or carbon reduction commitments may conflict with Council policy. Suppliers must outline sustainability measures and compliance with relevant regulations.
9.7 Failure to Meet KPIs
Missed deadlines or breaches of agreed service levels may compromise the timely and accurate delivery of election materials. Suppliers must ensure that all service commitments are met to avoid disruption to the electoral process.
9.8 Technology Integration Failures
Incompatibility or failure to integrate with the Council's election software or secure portals may hinder operations. Suppliers must confirm technical compatibility and provide testing plans.
9.9 Legal and Regulatory Changes
Changes in electoral law or procurement regulations during the contract term may require service adaptation. Suppliers must agree to comply with evolving legal requirements.
9.10 Reputational Risk
Public or media scrutiny due to service failure or breach of confidentiality may damage the Council's reputation. Suppliers must have a communications protocol and escalation process.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Cornwall Council
- Public Procurement Organisation Number: PYRH-9827-DWLP
County Hall
Truro
TR1 3AY
United Kingdom
Region: UKK30 - Cornwall and Isles of Scilly
Organisation type: Public authority - sub-central government