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
Commercial tool
Establishes a framework
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 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.
Contract 1. Lot 1: Managed Postal Vote Service
Lots
Lot LOT-0001. A managed postal vote service to handle returned postal votes during elections.
Supplier
Contract value
- £750,000 excluding VAT
- £900,000 including VAT
Framework lot values may be shared with other lots
Above the relevant threshold
Award decision date
26 November 2025
Date assessment summaries were sent to tenderers
27 November 2025
Standstill period
- End: 9 December 2025
- 8 working days
Earliest date the contract will be signed
10 January 2026
Contract dates (estimated)
- 26 January 2026 to 25 January 2030
- 4 years
Main procurement category
Services
CPV classifications
- 22821000 - Electoral forms
- 22000000 - Printed matter and related products
- 30199700 - Printed stationery except forms
- 64112000 - Postal services related to letters
- 64110000 - Postal services
- 79571000 - Mailing services
- 79823000 - Printing and delivery services
- 79824000 - Printing and distribution services
- 79810000 - Printing services
Contract locations
- UKG31 - Birmingham
Contract 2. Lot 2: Statutory Election and Registration Printing Services
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
Supplier
Contract value
- £3,250,000 excluding VAT
- £3,900,000 including VAT
Framework lot values may be shared with other lots
Above the relevant threshold
Award decision date
26 November 2025
Date assessment summaries were sent to tenderers
27 November 2025
Standstill period
- End: 9 December 2025
- 8 working days
Earliest date the contract will be signed
10 January 2026
Contract dates (estimated)
- 26 January 2026 to 25 January 2030
- 4 years
Main procurement category
Services
CPV classifications
- 22000000 - Printed matter and related products
- 22821000 - Electoral forms
- 30199700 - Printed stationery except forms
- 60410000 - Scheduled air 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
Contract locations
- UKG31 - Birmingham
Information about tenders
Lot LOT-0001. A managed postal vote service to handle returned postal votes during elections.
- 2 tenders received
- 2 tenders assessed in the final stage:
- 0 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 1 supplier unsuccessful (details included for contracts over £5 million)
Lot LOT-0002. Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms
- 4 tenders received
- 4 tenders assessed in the final stage:
- 0 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 3 suppliers unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Open procedure
Suppliers
Civica Election Services Limited
- Public Procurement Organisation Number: PPGC-9469-GPCM
The Election Centre, Clarendon Road
Hornsey London
N8 0NW
United Kingdom
Email: simon.hearn@civica.com
Region: UKI43 - Haringey and Islington
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 2. Lot 2: Statutory Election and Registration Printing Services
Idox Software Limited
- Public Procurement Organisation Number: PYXN-6943-DMZG
Forsyth Road
Woking Surrey
GU21 5SB
United Kingdom
Email: bidteam@idoxgroup.com
Region: UKJ25 - West Surrey
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Lot 1: Managed Postal Vote Service
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