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Contract for the Provision of Letterdrop Services

Herefordshire Council

This public procurement record has 5 releases in its history.

Award

15 Sep 2026 at 12:32

UK7 - Contract Details Notice
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 commissioned a print and mail distribution service for its statutory and community engagement communications. The supplier produces and distributes letters to affected residents and businesses, providing timely, accurate and geographically targeted advance information about road closures and road works. This is a public-sector communications, printing and postal services requirement, including letter printing and distribution. Delivery is in Herefordshire, for communications relating to the council’s local roads and works. The buying organisation is Herefordshire Council, based in Hereford. The requirement is a service rather than a construction or infrastructure contract: the supplier supports the council’s communication with people and businesses affected by changes to road access. The awarded service is classified as printing and distribution services (CPV 79824000).

The procurement has been awarded and the contract is active. CDS PRINT SERVICES LTD was awarded the contract on 26 August 2026 and signed it on 15 September 2026. The contract value is £201,849.99 excluding VAT, or £242,219.99 including VAT. It runs from 24 September 2026 to 23 September 2027, with two possible one-year extensions, subject to demand, performance, budget approval and governance; the maximum contract end date is 21 August 2029. This was a single-lot open procedure, evaluated on 60% quality and 40% price. Nineteen bids were received, with 16 reaching the final stage, all from SMEs. The tender deadline was 3 August 2026, the enquiry deadline was 24 July 2026, and the award decision period ended on 3 September 2026. The requirement is identified as recurring, with a further process date recorded in July 2029.

This award indicates demand from Herefordshire Council for a supplier able to combine high-volume or responsive print production with reliable postal and letterdrop distribution. A credible competitor would need to demonstrate geographically targeted delivery to residents and businesses, accurate handling of council communications and the capacity to action a letterdrop within 24 hours of receiving a request. Operational evidence should include regular reporting of successful deliveries completed within that timescale, monthly reporting of purchase-order updates and quantities, and dependable incident management. Business continuity capability matters: the supplier must notify the council within 24 hours when an incident activates its continuity plan. The competition attracted 16 final-stage SME bids, so relevant smaller print, mailing and distribution businesses can be credible competitors where they can evidence service quality, speed, reporting discipline and resilient delivery operations.

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Notice Information

Notice Title

Contract for the Provision of Letterdrop Services

Notice Description

As part of statutory and community engagement responsibilities, affected residents and businesses must be informed of any closures or road works in advance through timely, accurate, and geographically targeted communication Herefordshire Council require a supplier to provide a comprehensive print and mail distribution 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/087269-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details 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
£201,849 £100K-£500K

Notice Dates

Publication Date
15 Sep 20261 months ago
Submission Deadline
3 Aug 2026Expired
Future Notice Date
Not specified
Award Date
26 Aug 20262 months ago
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
Active
Contracts Status
Active

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)

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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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