A Consortium of eight local Councils within Nottinghamshire is undertaking a joint procurement exercise. This is on behalf of and under the direction of their individual Returning Officers and Electoral Registration Officers for the procurement of electoral printed stationery with a view of achieving administrative and financial benefits by working together and in partnership with the successful Contractor.
The Councils are seeking an experienced and established provider of electoral printed stationery. Broxtowe Borough Council is acting as lead buyer for the Consortium, which includes Ashfield District Council, Bassetlaw District Council, Broxtowe Borough Council, Gedling Borough Council, Mansfield District Council, Newark and Sherwood District Council, Nottingham City Council, and Rushcliffe Borough Council.
Supply of Printed Stationery for Elections
Lot 1 includes:
— Ordinary Poll Cards.
— Postal Poll Cards.
— Empty Property Poll Cards.
— Postal Voting Packs.
— Ballet Papers.
— Tendered Ballot Papers.
The printing of poll cards and postal vote poll cards for the purpose of all elections and referenda during the Contract Period for dispatch by Royal Mail or other providers, or returned to Councils for hand delivery.
The printing of all ballot papers for all elections and referenda held during the Contract Period.
The printing of Postal Voting Packs (including outer envelope, Envelope A, Envelope B, Postal Vote Statement, instruction sheet) and associated mail house functions including their loading, sealing and posting via a postal provider or returned to the relevant Council for in-house loading for all elections and referenda during the Contract Period.
Supply of Print Requirements for Canvassing / Electoral Registration and other day to day activities.
Lot 2 includes:
— Annual Canvas — Initial Mail (HEFs).
— Annual Canvas — Reminder Mail (HEFs).
— Annual Canvas — Final Reminder (HEFs).
— Annual Canvas — Initial to Register (ITRs).
— Annual Canvas — Reminder to Register (ITRs).
— Annual Canvas — Final Reminder to Register ((ITRs).
— Postal Vote Applications.
The printing of voter registration forms (Household Enquiry Forms HEFs and Invitations to Register ITRs) information leaflets and envelopes for the purpose of the annual canvass; and associated mail house functions including their loading, sealing and posting via a postal provider or to be returned to the local authority for hand delivery — to be approved by the individual Councils.
The printing and posting out of day to day correspondence via a hybrid mail service on an ad hoc basis. This could include but not limited to ITRs, registration confirmations, postal and proxy forms and acknowledgements, opt-out acknowledgements and Type-A Reviews.