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NCC1672 Elections Post and Print
AI Summary
Northumberland County Council has contracted for comprehensive electoral printing and mailing services covering all scheduled elections, including UK Parliamentary, Police & Crime Commissioner, County and Parish elections, Neighbourhood Planning Referendums, by‑elections, and occasional parish polls across four parliamentary constituencies. The incumbent supplier will support elections held on an all‑out four‑year basis, with the next cycle in May 2029, and will handle a portfolio that spans 69 single‑member county divisions and 230 potential parish ward contests, as well as 170 000 properties canvassed annually and approximately 70 000 postal voters. Regular weekly outreach, such as Invitations to Register and standard letters averaging 8 000 – 10 000 a year, will also be produced under this framework, in addition to occasional ad‑hoc requirements negotiated in advance in line with NEPO specifications.
The services required encompass the full spectrum of election printing needs: registration forms, canvass communications and forms, ballot papers for polling stations and postal votes, postal vote envelopes (categories A and B, plus outer envelopes), counting sheets, and payroll‑grade postage for postal vote packs by First‑Class Royal Mail. All printed materials must be produced to the prescribed Electoral Commission templates, with variable data proofing and approval before dispatch. Mail handling for non‑Royal Mail items will be agreed with the council, and all envelopes and licences will be approved by Royal Mail for machine sortation compliance. All printed outputs and related postage must adhere to these stated technical conditions.
Description
Northumberland County Council have five types of scheduled elections (UKPGE, PCC, CAM, County and Parish), Neighbourhood Planning Referendums, by elections and occasional parish polls.
There are four parliamentary constituencies (including two with take on from two other local authority areas).
Local elections are held on a four-year all-out basis with the next elections to be held in May 2029. These are made up of 69 single member county divisions, 230 separate parish/parish ward potential contests.
In May 2025 only 47 parish areas were contested. The CAM (and PCC if still required) elections will be held in May 2028. Northumberland County Council has around 170,000 properties to canvass on an annual basis. The current number of postal voters is around 70,000.Invitations to Register are sent on a weekly basis. In one year around 1600 - 2000 in total. Certain standard letters area also sent weekly averaging
around 8,000 - 10,000 annually.
All prescribed Electoral Commission templates must be used, all templates to be proofed and agreed. Variable data examples to be provided for proofing before despatch.
Print specification
Registration specific print
· ITR form print and postage
· Weekly document queue letters print and postage
Canvass specific print and service
· Canvass Communication A print and postage
· Canvass Communication Form B print and postage
· Canvass Form - print and postage
· Automated Household Responses - online response
to canvass
Election/referendum specific print
· Ballot papers - polling stations
· Ballot papers - postal votes
· Postal vote envelopes - outer, B and A
· Postal vote postage
· Large scale ballot papers - polling stations
· Counting sheets
Postage
Postal vote packs to be sent First Class post by Royal
Mail.
All other items to be agreed with client as to the
method of postage, if non-Royal Mail solutions to be
used (Downstream or hand delivery)
Poll cards, all envelopes and licences to be approved
by Royal Mail (where applicable) for compliance with
machine sortation.
There may also be other additional ad hoc
requirements which will be agreed with the supplier in
advance and will be in line with framework
specifications and pricing.
Location of contract: North East
Value of contract: £1,527,156
Contract start date: 1 December 2025
Contract end date: 30 November 2028
Contract is suitable for SMEs?: Yes
Contract is suitable for VCSEs?: No