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TD2296 - The Provision of Bulk Mailing and Printing Services

Derby City Council

This public procurement record has 3 releases in its history.

Award

24 Jul 2026 at 11:38

Award Notice
TenderAmendment

08 Aug 2025 at 14:54

Tender Notice
Tender

23 Jul 2025 at 11:21

Tender Notice
Summary of the contracting process

Derby City Council procured bulk mailing and printing services for the production and dispatch of a range of council documents. The requirement covers an end-to-end service for printed materials and bulk mail distribution, supporting the Council’s ongoing administrative and public-service communications. Delivery is centred on Derby and the wider East Midlands. The procurement is categorised as services and is suitable for small and medium-sized enterprises. The buyer is Derby City Council, based in Derby. The requirement is intended to accommodate the Council’s current document production and mailing needs, with scope and volumes capable of changing alongside local government reorganisation and associated changes to council structures and service responsibilities.

This procurement has been awarded following an open procedure above the threshold. Datagraphic Limited was awarded the contract on 7 October 2025 for £1,106,758. The awarded contract period runs from 5 January 2026 to 4 January 2028. The tender had an estimated core value of £922,298.18, with potential additional requirements linked to local government reorganisation; the published overall estimate was £1,454,136. The original tender return deadline was 26 August 2025 at 12:00. The procurement was evaluated through the open competition described in the tender, and the successful supplier is recorded as having an active award. The contract is not divided into separate lots in the published procurement information.

For a future requirement of this type, credible suppliers would need to combine commercial-scale print production with reliable bulk mailing and dispatch. Relevant capability includes managing varied document types, preparing items accurately for distribution, handling address and mailing data securely, and maintaining dependable production, fulfilment and delivery processes. Suppliers should be able to demonstrate sufficient operational capacity to manage changing volumes and an expanding service scope, rather than only one-off print runs. The award to a large specialist supplier shows that the Council’s requirement can support a substantial outsourced operation, while the stated SME suitability indicates that smaller businesses may compete where they can evidence the necessary systems, resilience and service performance. Experience delivering integrated printing and mailing services for public-sector or similarly high-volume customers would strengthen a future proposal.

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Notice Information

Notice Title

TD2296 - The Provision of Bulk Mailing and Printing Services

Notice Description

Derby City Council (the Council) is undertaking this procurement to establish a contract for the supply of a Bulk Mailing service, in respect of production and dispatch of a range of documents required by the Council. Further details can be found in Part Three - Specification when you have downloaded the tender documents. Guidance is provided below on how to access them. Please note suppliers wishing to express interest and obtain the documentation must do so by 12:00 on Monday 25th August 2025. It is recommended that you express interest and obtain the documentation well before this time to allow sufficient time to prepare and submit a bid. The deadline to submit clarification questions is Wednesday 13th August 2025. The deadline for returns is 12:00 on Tuesday 26th August 2025. Documents are available at: (https://www.eastmidstenders.org) Please search for TD2296 in the search engine to find the opportunity. Once you have registered an interest the project will be in your "My activities" section where you can start your response. This procurement takes place within in the context of the ongoing Local Government Reorganisation (LGR), which may result in changes to council structures and service delivery responsibilities during the contract term. The estimated contract value stated in this notice includes potential future requirements which may arise because of LGR. This includes indicative increases in service scope or volume over the live of the contract. These elements are included for planning purposes and flexibility within the contract and do not represent committed spend. Full details are provided in the tender documents, specifically in Section 1.2 of the ITT, Section 2 of the Specification and the Pricing Schedule. This approach is intended to ensure the contract remains scalable and fit for purpose throughout its duration. The core contract value, estimated at PS922,298.18, based on known current service requirements. Due to potential future changes in service scope or volume linked to LGR the Council anticipates a potential increase to the overall contract value by PS415,000- PS600,000. The total contract value if the LGR takes place will be approximately PS1,337,574 - PS1,522,574.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-0aeeb10f-1670-4401-8afd-cf25d2e16034
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/9247f593-cf8f-4a47-abde-b0f7d3cfa339
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79000000 - Business services: law, marketing, consulting, recruitment, printing and security

Notice Value(s)

Tender Value
£1,454,136 £1M-£10M
Lots Value
Not specified
Awards Value
£1,106,758 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
24 Jul 20262 months ago
Submission Deadline
26 Aug 2025Expired
Future Notice Date
Not specified
Award Date
7 Oct 20251 years ago
Contract Period
5 Jan 2026 - 4 Jan 2028 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Derby City Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
DERBY
Postcode
DE1 2FS
Postcode Area
Derby
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF11 Derby
Delivery Location
TLF East Midlands (England)
Local Authority
Derby
Electoral Ward
Darley
Westminster Constituency
Derby South

Supplier Information

Number of Suppliers
1
Supplier Name

DATAGRAPHIC LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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