---
title: "Framework Agreement for Hybrid Mail and Annual Billing"
ocid: "ocds-h6vhtk-0459d9"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0459d9"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0459d9.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0459d9.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "CANNOCK CHASE DISTRICT COUNCIL"
published: "2024-11-19"
---

# Framework Agreement for Hybrid Mail and Annual Billing

Buyer: CANNOCK CHASE DISTRICT COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-0459d9

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## Summary

The Cannock Chase District Council and Stafford Borough Council are seeking long-term providers for a Framework Agreement for Hybrid Mail and Annual Billing services. The Councils, which share several services, operate in Staffordshire and have adopted a Hybrid Working Model. The procurement process, which adheres to the open procedure, encompasses two Lots: Hybrid Mail and Annual Billing. The contract period for both Lots spans from 1st November 2024 to 31st October 2028. The tender was open for submissions until 14th June 2024 and involved an open procurement method. The contract was eventually awarded in November 2024 with specific monetary values attached to each Lot.

This procurement presents a significant opportunity for businesses specializing in electronic mail services and printing-related services. The Hybrid Mail Lot requires capabilities in handling 'print-ready' outputs, document merging, and distribution options like email or SMS. In contrast, the Annual Billing Lot focuses on the printing and distribution of various council notices, including secure data handling and consolidated delivery. Companies proficient in these areas, particularly SMEs, stand to benefit from this expanded outreach and potential long-term engagement, enhancing their footprint within the government services sector.

## Notice

Cannock Chase District and Stafford Borough Councils are shire districts within the County of Staffordshire. The Councils have shared a number of services since 2011, including Revenues and Benefits, Finance; ICT, Building Control, Legal Services and Human Resources. From April 2023, the two Councils now share a Chief Executive, Leadership Team and all services excluding those funded by the Housing Revenue Account. The Councils operate a Hybrid Working Model, whereby most staff split their working time between home and office bases. Some remote work is undertaken by visiting officers from customers' homes or places of work. Having trialled a Hybrid Mail solution within the shared Revenues and Benefits service, the Councils now seek a long-term provider of this service and so provides this opportunity for suitable providers to tender for either or both of the two Lots.

### Lot Information

Hybrid Mail

Includes the provision of 'print-ready' output by the Council to the provider. Some merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". Options to issue correspondence in alternative formats, such as email or SMS are also required. The provider must be able to demonstrate compatibility with documents produced by the Civica Open Revenues processing software and Civica Workflow 360 system. The provider shall provide appropriate cloud hosted software to operate and administer the Hybrid Mail Offsite Solution. Any software will need to be fully compatible with the Windows 10 operating system on both 32-bit and 64-bit devices; the software must also be compatible with the Office 365 suite. Any web-enabled software will need to be fully compatible with Microsoft Edge The solution shall provide a hierarchical structure for user accounts. The solution may be used by a number of different departments within the Councils, each with their own users and managers, as well as administrators for the solution as a whole. The user account structure must reflect this setup.

Annual Billing

Includes the printing and distribution of the annual Council Tax Bills, Benefit Notifications and Discount Review letters on behalf of both Councils. Data will be provided partly as data files to be interpreted and partly in print-ready format. Merging of multiple documents to a single customer will be needed and some non-personalised enclosures will be required for some documents. All paper documents will be issued in envelopes marked "Private and Confidential - Addressee Only". No alternative, electronic distribution of annual bills is needed from the provider. The Councils will provide a 4-year Framework Agreement for the printing and distribution of outgoing Annual Council Tax and Business Rates bills and accompanying literature, each March. The Councils offer no guarantee of exclusivity to the selected providers and cannot guarantee a minimum number of documents that will require distribution. The Councils' continuing priority is to encourage communication by electronic means in order to reduce the amount of hard-copy post. Wherever possible the Councils require multiple documents, relating to the same customer, to be included in a single envelope. The provider shall provide a method for secure transfer of mail data between the Councils and the provider. This method must include 256bit RSA encryption. This data will then be transformed by the provider into a physical mail item for delivery to a customer address. The Councils will provide Council Tax bill data in a flat file produced from the Civica OpenRevenues system, mapping documentation will be provided.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/037418-2024 |
| Notice type | Tender Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 19 Nov 2024 |
| Submission deadline | 14 Jun 2024 |
| Future notice date | Not specified |
| Award date | 23 Oct 2024 |
| Contract period | 1 Nov 2024 - 31 Oct 2028 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £900,000 |
| Lots value | £680,000 |
| Awards value | Not specified |
| Contracts value | £640,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CANNOCK CHASE DISTRICT COUNCIL |
| Additional buyers | STAFFORD BOROUGH COUNCIL |
| Locality | CANNOCK |
| Post town | Walsall |
| Postcode | WS11 1BG |
| Country | England |
| ITL 1 | TLG West Midlands (England) |
| ITL 2 | TLG2 Shropshire and Staffordshire |
| ITL 3 | TLG24 Staffordshire CC |
| Local authority | Stafford |
| Electoral ward | Forebridge |
| Westminster constituency | Stafford |
| Delivery location | TLG2 Shropshire and Staffordshire |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 2 |
| Supplier names | DATAGRAPHIC GROUP; FINANCIAL DATA MANAGEMENT |

## CPV Codes

### Divisions

- 64 - Postal and telecommunications services
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security

### Codes

- 64216120 - Electronic mail services
- 72412000 - Electronic mail service provider
- 79571000 - Mailing services
- 79800000 - Printing and related services

## Release History

- 19 Nov 2024 at 16:24 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/037418-2024
- 15 May 2024 at 14:22 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/015468-2024

## Notice URLs

- http://www.cannockchasedc.gov.uk
- http://www.staffordbc.gov.uk
- https://supplierlive.proactisp2p.com/Account/Login#

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0459d9. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0459d9.json.