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ITT for the provision of Letter Drop Services

Herefordshire Council

This public procurement record has 4 releases in its history.

Award

26 Aug 2026 at 14:43

UK6 - Contract Award Notice
Tender

08 Jul 2026 at 15:42

UK4 - Tender Notice
PlanningUpdate

20 Feb 2026 at 13:27

UK2 - Preliminary Market Engagement Notice
Planning

20 Feb 2026 at 13:00

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Herefordshire Council is procuring a print and mail fulfilment service for letter drop communications. The service supports the council’s statutory highway responsibilities and community engagement by informing residents, businesses and other stakeholders in advance about roadworks, road closures and related infrastructure or maintenance activities. The requirement covers printing and distribution of letters and associated fulfilment, classified under CPV 79824000 for printing and distribution services, with related postal and printing classifications also used. Delivery is across Herefordshire. The buyer is Herefordshire Council, based in Hereford. This is a services procurement for suppliers able to manage the production and distribution of high-volume or recurring public information communications on the council’s behalf.

The procurement is complete and CDS PRINT SERVICES LTD was selected following an open procedure. The award is dated 26 August 2026 and has a net value of £201,849.99, or £242,219.99 including VAT. The contract period is 24 September 2026 to 23 September 2027, with two possible one-year extensions, subject to demand, performance, budget approval and governance; the award records a maximum end date of 21 August 2029. The tender had one lot, with 19 bids received and 16 reaching the final stage. Evaluation was based on 60% quality and 40% price. The award remained subject to a standstill period ending 7 September 2026, with signature scheduled for 21 September 2026.

This procurement demonstrates established demand from Herefordshire Council for a supplier combining professional print production with reliable postal distribution and fulfilment. A credible future competitor would need experience delivering resident, business and stakeholder communications linked to highways, roadworks and closures, with the operational capacity to produce accurate material and distribute it across Herefordshire. Quality was more important than price in the evaluation, so evidence of dependable service management, robust quality control, clear processes for handling address and delivery data, and consistent fulfilment performance would be important. The successful supplier is an SME, and 16 final-stage bids came from SMEs, indicating that the requirement can be contested by specialist smaller print, mailing and distribution businesses rather than only national providers.

How relevant is this notice?

Notice Information

Notice Title

ITT for the provision of Letter Drop Services

Notice Description

The Authority is responsible for maintaining and managing the highway network and delivering a range of infrastructure and maintenance activities. In fulfilling its statutory obligations and community engagement commitments, the Authority must ensure that residents, businesses, and stakeholders affected by roadworks, closures, and related activities are informed in advance. The Authority is seeking to appoint a suitably experienced supplier to provide a comprehensive print and mail fulfilment service to support these communications

Lot Information

Lot 1

Renewal: The contract may be extended twice for up to 1 year

Planning Information

Suppliers are invited to review and submit their response to the RFI being published on the Procontract portal at www.supplyingthesouthwest.org.uk Project id DN807672

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06593f
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/081389-2026
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
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

64 - Postal and telecommunications services

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

CPV Codes

64112000 - Postal services related to letters

79800000 - Printing and related services

79824000 - Printing and distribution services

Notice Value(s)

Tender Value
£300,000 £100K-£500K
Lots Value
£300,000 £100K-£500K
Awards Value
£201,849 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
26 Aug 2026Today
Submission Deadline
3 Aug 2026Expired
Future Notice Date
13 Mar 2026Expired
Award Date
26 Aug 2026Yesterday
Contract Period
24 Sep 2026 - 23 Sep 2027 6-12 months
Recurrence
2029-07-02

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Herefordshire 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
HEREFORD
Postcode
HR4 0LE
Postcode Area
Hereford
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG1 Herefordshire, Worcestershire and Warwickshire
Small Region (ITL 3)
TLG11 Herefordshire, County of
Delivery Location
TLG11 Herefordshire, County of
Local Authority
Herefordshire, County of
Electoral Ward
Widemarsh
Westminster Constituency
Hereford and South Herefordshire

Supplier Information

Number of Suppliers
1
Supplier Name

CDS PRINT SERVICES LTD

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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