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Award for the Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council

Denbighshire County Council

This public procurement record has 3 releases in its history.

Award

25 Aug 2026 at 13:28

UK6 - Contract Award Notice
Tender

10 Mar 2026 at 16:59

UK4 - Tender Notice
Planning

10 Nov 2025 at 13:14

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Denbighshire County Council is procuring a hybrid mail and digital communications solution, primarily for its Revenues and Benefits service. The requirement also covers Sundry Debt, the Court of Protection Team, the Financial Assessment Team and Tackling Poverty Campaigns, with potential use by other council services during the contract. The solution combines postal communications, digital communications, supporting software and related information technology services. It is a service contract delivered for Denbighshire County Council in Denbighshire, North Wales. The council wants a fully functional, ready-to-use system requiring minimal configuration, rather than a bespoke development partnership. The requirement includes service delivery, performance and quality management, implementation, ongoing support, training, technical capability, accessibility, innovation, partnership working and community benefits.

The procurement is complete and one supplier has been selected through an open procedure. Xerox (UK) Limited is the named supplier; the award is recorded as pending, with a standstill period ending on 4 September 2026. The award date is 27 July 2026 and the awarded value is £559,116.98 excluding VAT, or £670,940.38 including VAT. The awarded contract period is 21 September 2026 to 20 September 2029, with an option to extend by two one-year periods to 20 September 2031. There was one completed lot, suitable for SMEs, and six final-stage bids, including two from SMEs. Evaluation weighted quality at 70% and price at 30%. The quality assessment covered service delivery, performance, innovation, implementation, support, training, technical capability, accessibility and community benefits.

This award demonstrates established demand from Denbighshire County Council for an integrated hybrid mail and digital communications service supporting Revenues and Benefits and related financial and anti-poverty teams. A credible future supplier would need a proven, ready-to-use platform that can handle both postal and electronic communications, integrate with operational council services and scale to additional teams. Strong evidence would include successful delivery for local-authority Revenues and Benefits functions, reliable service performance, formal contract management and key performance indicator reporting. Suppliers should be able to provide implementation and transition planning, ongoing support, user training and a good user experience with minimal configuration. Competitive bids would also need to demonstrate technical capability, accessibility, innovation, partnership working and meaningful community benefits.

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Notice Information

Notice Title

Award for the Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council

Notice Description

Denbighshire County Council (The Authority) are looking to procure a hybrid mail and digital communication solution. This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. We are seeking a contract to commence in September 2026 to provide a period of transition to ensure the smooth running of business operations.

Lot Information

Lot 1

Options: This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed.

Renewal: Initial 3 year contract with the option to extend for 2 years.

Planning Information

We are seeking to understand what is currently available in the market in relation to the above requirements. We are inviting suppliers to provide a breakdown of the key features and functions their system provides and are particularly interested in latest technologies and any innovative approaches to postal and electronic communications. We also intend to invite suppliers to provide system demos, ideally over MS Teams. This is likely to be week commencing 8th December 2025. We are seeking a fully functional, out of the box solution that requires minimal configuration to meet our operational needs and deliver an excellent user experience. We are not looking for a development partner. We are particularly interested in suppliers who have a proven track record of working successfully with Revenue and Benefit teams in other Local Authorities. We do not guarantee that this exercise will result in a procurement exercise. If your organisation can provide a solution that meets the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief overview of your solution no later than 12 noon on Monday 24th November 2025

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05ddb0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/080850-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

64 - Postal and telecommunications services

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

64000000 - Postal and telecommunications services

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£1
Lots Value
£1
Awards Value
£559,116 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
25 Aug 2026Yesterday
Submission Deadline
14 Apr 2026Expired
Future Notice Date
2 Feb 2026Expired
Award Date
27 Jul 20261 months ago
Contract Period
21 Sep 2026 - 20 Sep 2029 3-4 years
Recurrence
2029-05-10

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Denbighshire County 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
RUTHIN
Postcode
LL15 1YN
Postcode Area
Llandudno
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL3 North Wales
Small Region (ITL 3)
TLL33 Conwy and Denbighshire
Delivery Location
TLL13 Conwy and Denbighshire
Local Authority
Denbighshire
Electoral Ward
Ruthin
Westminster Constituency
Clwyd East

Supplier Information

Number of Suppliers
1
Supplier Name

Xerox (UK) Limited

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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