Isle of Wight Council Electoral Services Print Contract

Notice Information

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Notice Title

Notice Description

1.1 Local Authority Electoral Registration Officers are required to send a number of forms and letters to both existing and newly identified potential electors throughout the year. 1.2 There is a peak of forms, sent in three separate "waves" between July and October, beginning with a form to every property on our register and two follow-ups to non-responders, and associated follow up forms and letters on a weekly basis. 1.3 The Council's requirements are therefore for the supplier to produce, envelope and dispatch (including postage) these forms and letter during the contract period following the periods specified below. 1.4 In addition, quotations are sought for the printing of ballot papers, the various letters as detailed in 2.5, and the printing and delivery (postage) of poll cards.

Procurement Information

Isle of Wight Council Elections Team and Democratic Services Team currently use Civica to provide all of their software for administering their prospective areas. The provision of printed materials for the maintenance of the Electoral Register (printing and postage Invitation to register letters, requests for documentary evidence), delivery of the Annual Canvass (printing and postage of initial canvass letters and subsequent follow up/chaser canvass letters) and the delivery of all types of elections (UKPGE, PCC, Mayoral, Local, Parish and BID) with regards to the production and postage of Poll Cards and the printing of ballot papers. These services have been and are required between the period of 01/11/2024 and 31/08/2027 when it is then intended that a procurement exercise will be entered into for the printing services alongside our Electoral Registration, Electoral Management and Committee Management Systems, following a formal procurement process. The software, namely Xpress Register, Xpress Management and Xpress Modern Gov all integrate together seamlessly to deliver the digital elements of Elections and Democratic Services. Civica Elections Services Limited (CES Xpress Print) is another product offered by Civica that provides the printed elements for the delivery of elections and the maintenance of the Electoral Register. Linking the digital software products together to ensure that printed products are delivered legally and timely. Furthermore the different elements link together without the need for information to be shared with a third party or produced by the IWC to share with a third party. Thus reducing the risk of mistakes or losing data and ensuring efficient use of time through the use of automated processes. Please note - the dates set out are to enable the notice to be published; the contract start date was 01/11/2024.

Notice Details

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Publication & Lifecycle

Open Contracting ID: ocds-h6vhtk-06b9ec
Publication Source: Find A Tender Service
Latest Notice: https://www.find-tender.service.gov.uk/Notice/058432-2026
Current Stage: Award
All Stages: Award

Procurement Classification

Notice Type: UK5 - Transparency Notice
Procurement Type: Standard
Procurement Category: Services
Procurement Method: Direct
Procurement Method Details: Direct award
Tender Suitability: SME
Awardee Scale: Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

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

Notice Value(s)

Tender Value: Not specified
Lots Value: Not specified
Awards Value: £363,649 £100K-£500K
Contracts Value: Not specified

Notice Dates

Publication Date: 22 Jun 20262 days ago
Submission Deadline: Not specified
Future Notice Date: Not specified
Award Date: 22 Jun 20262 days ago
Contract Period: 1 Jul 2026 - 31 Aug 2027 1-2 years
Recurrence: Not specified

Notice Status

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

Buyer & Supplier

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Contracting Authority (Buyer)

Main Buyer: ISLE OF WIGHT 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: NEWPORT
Postcode: PO30 1UD
Post Town: Portsmouth
Country: England
Major Region (ITL 1): TLJ South East (England)
Basic Region (ITL 2): TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3): TLJ34 Isle of Wight
Delivery Location: Not specified
Local Authority: Isle of Wight
Electoral Ward: Newport Central
Westminster Constituency: Isle of Wight West

Supplier Information

Number of Suppliers: 1
Supplier Name: CIVICA ELECTION SERVICES

Further Information

Notice Documents

https://www.find-tender.service.gov.uk/Notice/058432-2026
22nd June 2026 - Transparency notice on Find a Tender

Notice URLs

Open Contracting Data Standard (OCDS)

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JSON Markdown

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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