← Back to search results

AwardedFind a Tender · award

Award for the Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council

Buyer: Denbighshire County Council →

View official notice ↗Official source

BuyerDenbighshire County Council
StatusAwarded
Deadline14 Apr 2026
Value£1
Published25 Aug 2026

What is being bought

Denbighshire County Council (The Authority) are looking to procure a hybrid mail and digital communication solution. This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. We are seeking a contract to commence in September 2026 to provide a period of transition to ensure the smooth running of business operations.

Lot details

Lot 1

No lot description published.

Statuscomplete

Comparable-procurement analytics

No usable CPV category has been published, so a comparable market set cannot yet be built.

Procurement strategy & market signals

Framework agreementNot published
Dynamic purchasing systemNot published
Competitive procurementNot published
Recurring requirementNot published
Procurement method rationaleNot published
Rationale classificationsNot published
Special regimeNot published
Covered byNot published
Submission policyNot published
Selection criteriaNot published
Risk detailsNot published

Planning & early market engagement

BudgetNot published
No-engagement rationaleNot published
Planning documents0
Planning milestones0

No planning milestones published.

Related procurements

No linked framework, prior procurement or reprocurement published.

Awards

Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council

Statuspending
Value£559,117
Contract periodFrom 21 Sept 2026 to 20 Sept 2029

Documents & submission route

No documents are published in the current source record.

Source data inventory

Diagnostic view. “Not published” means this current release does not provide a value.

OCIDocds-h6vhtk-05ddb0
Latest release ID080850-2026
Latest release timestampTue Aug 25 2026 12:28:37 GMT+0000 (Coordinated Universal Time)
Sourcefind-a-tender
Official notice URLhttps://www.find-tender.service.gov.uk/Notice/021518-2026
Tender statuscomplete
Procurement methodopen
Procurement method detailsOpen procedure
Main procurement categoryNot published
Above thresholdNot published
Legal basis2023/54
Tender period: startNot published
Tender period: endNot published
Expression of interest deadlineNot published
Enquiry deadlineNot published
Award period: startNot published
Award period: endNot published
Submission method detailsNot published
Submission languagesNot published
Electronic catalogue policyNot published
Total tender valueNot published
Tender lots in source1
Tender items in source0
Tender documents in source0
Awards in latest release1
Contracts in latest release0
Parties in latest release2

Notice history

DateEventReference
25 Aug 2026award, contract080850-2026
10 Mar 2026tender021518-2026
10 Nov 2025planning072403-2025

All source data

Unmodified official OCDS data retained by Tenderline for this procurement process.

Complete current OCDS release JSON
{
  "id": "080850-2026",
  "tag": [
    "award",
    "contract"
  ],
  "bids": {
    "statistics": [
      {
        "id": "5",
        "value": 6,
        "measure": "bids",
        "relatedLot": "1"
      },
      {
        "id": "6",
        "value": 6,
        "measure": "finalStageBids",
        "relatedLot": "1"
      },
      {
        "id": "7",
        "value": 2,
        "measure": "smeFinalStageBids",
        "relatedLot": "1"
      },
      {
        "id": "8",
        "value": 0,
        "measure": "vcseFinalStageBids",
        "relatedLot": "1"
      }
    ]
  },
  "date": "2026-08-25T13:28:37+01:00",
  "ocid": "ocds-h6vhtk-05ddb0",
  "buyer": {
    "id": "GB-PPON-PTPG-8659-JMCD",
    "name": "Denbighshire County Council"
  },
  "awards": [
    {
      "id": "1",
      "date": "2026-07-27T00:00:00+01:00",
      "items": [
        {
          "id": "1",
          "relatedLot": "1",
          "deliveryAddresses": [
            {
              "region": "UKL13",
              "country": "GB",
              "countryName": "United Kingdom"
            }
          ],
          "additionalClassifications": [
            {
              "id": "64000000",
              "scheme": "CPV",
              "description": "Postal and telecommunications services"
            },
            {
              "id": "72000000",
              "scheme": "CPV",
              "description": "IT services: consulting, software development, Internet and support"
            },
            {
              "id": "48000000",
              "scheme": "CPV",
              "description": "Software package and information systems"
            }
          ]
        }
      ],
      "title": "Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council",
      "value": {
        "amount": 559116.98,
        "currency": "GBP",
        "amountGross": 670940.38
      },
      "status": "pending",
      "options": {
        "description": "This contract is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. "
      },
      "renewal": {
        "description": "Option to extend for a further 2 years (1year + 1year)"
      },
      "documents": [
        {
          "id": "080850-2026",
          "url": "https://www.find-tender.service.gov.uk/Notice/080850-2026",
          "format": "text/html",
          "noticeType": "UK6",
          "description": "Contract award notice on Find a Tender",
          "documentType": "awardNotice",
          "datePublished": "2026-08-25T13:28:37+01:00"
        }
      ],
      "suppliers": [
        {
          "id": "GB-PPON-PNNC-4675-LGHQ",
          "name": "Xerox (UK) Limited"
        }
      ],
      "hasOptions": true,
      "hasRenewal": true,
      "milestones": [
        {
          "id": "1",
          "type": "futureSignatureDate",
          "status": "scheduled",
          "dueDate": "2026-09-14T23:59:59+01:00"
        }
      ],
      "relatedLots": [
        "1"
      ],
      "aboveThreshold": true,
      "contractPeriod": {
        "endDate": "2029-09-20T23:59:59+01:00",
        "startDate": "2026-09-21T00:00:00+01:00",
        "maxExtentDate": "2031-09-20T23:59:59+01:00"
      },
      "standstillPeriod": {
        "endDate": "2026-09-04T23:59:59+01:00"
      },
      "mainProcurementCategory": "services",
      "assessmentSummariesDateSent": "2026-08-25T00:00:00+01:00"
    }
  ],
  "tender": {
    "id": "GSC1001162REQ",
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "title": "Award for the Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council",
    "status": "complete",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Denbighshire County Council (The Authority) are looking to procure a hybrid mail and digital communication solution. This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. We are seeking a contract to commence in September 2026 to provide a period of transition to ensure the smooth running of business operations.",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PTPG-8659-JMCD",
      "name": "Denbighshire County Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL13",
        "country": "GB",
        "locality": "Ruthin",
        "postalCode": "LL15 1YN",
        "countryName": "United Kingdom",
        "streetAddress": "Wynnstay Road"
      },
      "details": {
        "url": "https://www.denbighshire.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTPG-8659-JMCD",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Paul Barnes ",
        "email": "procurement@denbighshire.gov.uk"
      }
    },
    {
      "id": "GB-PPON-PNNC-4675-LGHQ",
      "name": "Xerox (UK) Limited",
      "roles": [
        "supplier"
      ],
      "address": {
        "region": "UKJ13",
        "country": "GB",
        "locality": "Uxbridge",
        "postalCode": "UB8 1DH",
        "countryName": "United Kingdom",
        "streetAddress": "Building 4 Uxbridge Business Park"
      },
      "control": {
        "description": "Xerox Capital (Europe) Limited \nBuilding 4, Uxbridge Business Park, Sanderson Road,\nUxbridge, UB8 1DH, UK"
      },
      "details": {
        "vcse": false,
        "scale": "large",
        "shelteredWorkshop": false,
        "publicServiceMissionOrganization": false
      },
      "identifier": {
        "id": "PNNC-4675-LGHQ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "uxb.bidteam@xerox.com"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}
Complete JSON history (3 releases)
25 Aug 2026 · 080850-2026 · award, contract
{
  "id": "080850-2026",
  "tag": [
    "award",
    "contract"
  ],
  "bids": {
    "statistics": [
      {
        "id": "5",
        "value": 6,
        "measure": "bids",
        "relatedLot": "1"
      },
      {
        "id": "6",
        "value": 6,
        "measure": "finalStageBids",
        "relatedLot": "1"
      },
      {
        "id": "7",
        "value": 2,
        "measure": "smeFinalStageBids",
        "relatedLot": "1"
      },
      {
        "id": "8",
        "value": 0,
        "measure": "vcseFinalStageBids",
        "relatedLot": "1"
      }
    ]
  },
  "date": "2026-08-25T13:28:37+01:00",
  "ocid": "ocds-h6vhtk-05ddb0",
  "buyer": {
    "id": "GB-PPON-PTPG-8659-JMCD",
    "name": "Denbighshire County Council"
  },
  "awards": [
    {
      "id": "1",
      "date": "2026-07-27T00:00:00+01:00",
      "items": [
        {
          "id": "1",
          "relatedLot": "1",
          "deliveryAddresses": [
            {
              "region": "UKL13",
              "country": "GB",
              "countryName": "United Kingdom"
            }
          ],
          "additionalClassifications": [
            {
              "id": "64000000",
              "scheme": "CPV",
              "description": "Postal and telecommunications services"
            },
            {
              "id": "72000000",
              "scheme": "CPV",
              "description": "IT services: consulting, software development, Internet and support"
            },
            {
              "id": "48000000",
              "scheme": "CPV",
              "description": "Software package and information systems"
            }
          ]
        }
      ],
      "title": "Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council",
      "value": {
        "amount": 559116.98,
        "currency": "GBP",
        "amountGross": 670940.38
      },
      "status": "pending",
      "options": {
        "description": "This contract is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. "
      },
      "renewal": {
        "description": "Option to extend for a further 2 years (1year + 1year)"
      },
      "documents": [
        {
          "id": "080850-2026",
          "url": "https://www.find-tender.service.gov.uk/Notice/080850-2026",
          "format": "text/html",
          "noticeType": "UK6",
          "description": "Contract award notice on Find a Tender",
          "documentType": "awardNotice",
          "datePublished": "2026-08-25T13:28:37+01:00"
        }
      ],
      "suppliers": [
        {
          "id": "GB-PPON-PNNC-4675-LGHQ",
          "name": "Xerox (UK) Limited"
        }
      ],
      "hasOptions": true,
      "hasRenewal": true,
      "milestones": [
        {
          "id": "1",
          "type": "futureSignatureDate",
          "status": "scheduled",
          "dueDate": "2026-09-14T23:59:59+01:00"
        }
      ],
      "relatedLots": [
        "1"
      ],
      "aboveThreshold": true,
      "contractPeriod": {
        "endDate": "2029-09-20T23:59:59+01:00",
        "startDate": "2026-09-21T00:00:00+01:00",
        "maxExtentDate": "2031-09-20T23:59:59+01:00"
      },
      "standstillPeriod": {
        "endDate": "2026-09-04T23:59:59+01:00"
      },
      "mainProcurementCategory": "services",
      "assessmentSummariesDateSent": "2026-08-25T00:00:00+01:00"
    }
  ],
  "tender": {
    "id": "GSC1001162REQ",
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "title": "Award for the Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council",
    "status": "complete",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Denbighshire County Council (The Authority) are looking to procure a hybrid mail and digital communication solution. This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed. We are seeking a contract to commence in September 2026 to provide a period of transition to ensure the smooth running of business operations.",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PTPG-8659-JMCD",
      "name": "Denbighshire County Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL13",
        "country": "GB",
        "locality": "Ruthin",
        "postalCode": "LL15 1YN",
        "countryName": "United Kingdom",
        "streetAddress": "Wynnstay Road"
      },
      "details": {
        "url": "https://www.denbighshire.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTPG-8659-JMCD",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Paul Barnes ",
        "email": "procurement@denbighshire.gov.uk"
      }
    },
    {
      "id": "GB-PPON-PNNC-4675-LGHQ",
      "name": "Xerox (UK) Limited",
      "roles": [
        "supplier"
      ],
      "address": {
        "region": "UKJ13",
        "country": "GB",
        "locality": "Uxbridge",
        "postalCode": "UB8 1DH",
        "countryName": "United Kingdom",
        "streetAddress": "Building 4 Uxbridge Business Park"
      },
      "control": {
        "description": "Xerox Capital (Europe) Limited \nBuilding 4, Uxbridge Business Park, Sanderson Road,\nUxbridge, UB8 1DH, UK"
      },
      "details": {
        "vcse": false,
        "scale": "large",
        "shelteredWorkshop": false,
        "publicServiceMissionOrganization": false
      },
      "identifier": {
        "id": "PNNC-4675-LGHQ",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "uxb.bidteam@xerox.com"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}
10 Mar 2026 · 021518-2026 · tender
{
  "id": "021518-2026",
  "tag": [
    "tender"
  ],
  "date": "2026-03-10T16:59:18Z",
  "ocid": "ocds-h6vhtk-05ddb0",
  "buyer": {
    "id": "GB-PPON-PTPG-8659-JMCD",
    "name": "Denbighshire County Council"
  },
  "tender": {
    "id": "GSC1001162REQ",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 1,
          "currency": "GBP",
          "amountGross": 1.2
        },
        "status": "active",
        "options": {
          "description": "This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed."
        },
        "renewal": {
          "description": "Initial 3 year contract with the option to extend for 2 years. "
        },
        "hasOptions": true,
        "hasRenewal": true,
        "description": null,
        "suitability": {
          "sme": true
        },
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality ",
              "type": "quality",
              "numbers": [
                {
                  "number": 70,
                  "weight": "percentageExact"
                }
              ],
              "description": "The quality weighting has the following sub-criteria: \nService Delivery - 30%\nPerformance / Quality Service - 20%\nInnovation / Partnership Working - 15% \nImplementation and Ongoing Support - 10% \nTraining - 5% \nTechnical - 10%\nAccessibility - 5% \nCommunity Benefits - 5% \nFull details of the evaluation can be found within the procurement documentation. "
            },
            {
              "name": "Price ",
              "type": "price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ]
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-08-31T23:59:59+01:00",
          "startDate": "2026-09-01T00:00:00+01:00",
          "maxExtentDate": "2031-08-31T23:59:59+01:00"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "type": "economic",
              "description": "Suppliers can view all tender documentation via Proactis: https://supplierlive.proactisp2p.com/Account/Login"
            },
            {
              "type": "technical",
              "description": "Suppliers can view all tender documentation via Proactis: https://supplierlive.proactisp2p.com/Account/Login"
            }
          ]
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL13",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "64000000",
            "scheme": "CPV",
            "description": "Postal and telecommunications services"
          },
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          }
        ]
      }
    ],
    "title": "Provision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council ",
    "value": {
      "amount": 1,
      "currency": "GBP",
      "amountGross": 1.2
    },
    "status": "active",
    "coveredBy": [
      "GPA"
    ],
    "documents": [
      {
        "id": "conflictOfInterest",
        "description": "Not published",
        "documentType": "conflictOfInterest"
      },
      {
        "id": "021518-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/021518-2026",
        "format": "text/html",
        "noticeType": "UK4",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "datePublished": "2026-03-10T16:59:18Z"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "recurrence": {
      "dates": [
        {
          "startDate": "2029-05-10T23:59:59+01:00"
        }
      ]
    },
    "awardPeriod": {
      "endDate": "2026-06-01T23:59:59+01:00"
    },
    "description": "Denbighshire County Council (The Authority) are looking to procure a hybrid mail and digital communication solution.  This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to utilise the contract during its duration, but this is not guaranteed.  \nWe are seeking a contract to commence in September 2026 to provide a period of transition to ensure the smooth running of business operations. \nFull details of the project can be found within Proactis: https://supplierlive.proactisp2p.com/Account/Login ",
    "riskDetails": "There are Key Performance Indicators and Contract Management requirements within the Procurement Documentation to ensure the successful performance of the contract, at this point there are no known risks to the contract unless the supplier fails to deliver the specification of requirements. \nNote that there is the potential requirement to add additional Authority service areas to the contract and this is clear within the tender documentation. ",
    "tenderPeriod": {
      "endDate": "2026-04-14T12:00:00+01:00"
    },
    "enquiryPeriod": {
      "endDate": "2026-04-01T12:00:00+01:00"
    },
    "hasRecurrence": true,
    "aboveThreshold": true,
    "submissionTerms": {
      "languages": [
        "en",
        "cy"
      ],
      "electronicSubmissionPolicy": "allowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "Suppliers can view and submit tender documentation via Proactis: https://supplierlive.proactisp2p.com/Account/Login",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-PPON-PTPG-8659-JMCD",
      "name": "Denbighshire County Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL13",
        "country": "GB",
        "locality": "Ruthin",
        "postalCode": "LL15 1YN",
        "countryName": "United Kingdom",
        "streetAddress": "Wynnstay Road"
      },
      "details": {
        "url": "https://www.denbighshire.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTPG-8659-JMCD",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Lisa Rainford",
        "email": "procurement@denbighshire.gov.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}
10 Nov 2025 · 072403-2025 · planning
{
  "id": "072403-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-11-10T13:14:00Z",
  "ocid": "ocds-h6vhtk-05ddb0",
  "buyer": {
    "id": "GB-PPON-PTPG-8659-JMCD",
    "name": "Denbighshire County Council"
  },
  "tender": {
    "id": "ocds-h6vhtk-05ddb0",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "hasRenewal": true,
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2028-08-31T23:59:59+01:00",
          "startDate": "2026-09-01T00:00:00+01:00",
          "maxExtentDate": "2033-08-31T23:59:59+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL13",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          }
        ]
      }
    ],
    "title": "The Provision of Hybrid Mail and Digital Communications - Market Engagement Notice",
    "value": {
      "amount": 1,
      "currency": "GBP",
      "amountGross": 1
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Denbighshire County Council (The Authority) are looking to engage with the market in relation to a cost effective, flexible, high quality and value for money hybrid mail and digital communication service.  This is primarily for the Revenues and Benefits service but will also encompass some smaller additional teams, namely Sundry Debt, Court of Protection Team, Financial Assessment Team and Tackling Poverty Campaigns. Additional Council services may also wish to join the contract during its duration. \nIn addition, whilst contractual details are not yet agreed we include in this notice the following.  The Authority are considering broader corporate hybrid mail needs and suppliers are invited to provide details of how Corporate requirements could also be met.  (See details below entitled ‘Corporate – Additional Key requirements)\nAims of Engagement\nThe purpose is to:\n- Understand supplier capabilities and the very latest technologies and solutions available in the market\n- Identify opportunities for innovation and best practice\n- Test assumptions on costs, timescales, and implementation approaches\n- Understand options available to the Authority, allowing for robust and comprehensive bilingual (Welsh and English) communications and alternative formats such as large print and Braille\nRevenues & Benefits - Key requirements \n- A hybrid mail delivery solution, ‘print and post’ for letters and correspondence where data and/or electronic information is converted to a physical mail item off site\n- Ability to provide a service across a range of volumes, from an individual item to bulk mailings.  Bulk mailing to include annual billing of Council Tax and Business Rates\n- E-delivery functionalities including SMS, email communications and secure web-based communications\n- The ability to process text only data streams in differing formats and merge with Authority supplied document templates\n- The ability to process formatted data streams in differing formats eg pdfs \n- The ability to merge data streams based on selection criteria e.g. Council Tax bills and Benefit notifications where reference, customer name and address match\n- Sending ad hoc emails/SMS to customers without then signing up to the service permanently and ability to opt out completely from email/SMS delivery\n- Functionality to send e-comms by email or SMS (ie multifactor authentication using email and SMS not a pre-requisite)\n- Default to paper option, where if an e-communication is not delivered, is unopened or unread by the recipient, a paper mail item to be issued \n- Ability to upload pdf documents for each notification type.  The provider would need to be able to split the documents by new addressee and combined in envelopes where there are postal matches\n- Provision of management reports for digital delivery \n- Provision of management information split into different cost centres for the differing Authority teams using the service   \n- Capability to generate reconciliation reports that enable the authority to align daily document volumes with internal reconciliation records\nCorporate – Additional key requirements\n- Return to Sender reporting for non-deliverable physical items\n- Same day processing for all mail classes\n- Document tracking for all users and Administrators\n- Ability to pause send and retract document from queue (within a specific time frame)\n- In-built document library\n- Group, team and user management\n- Global and group level administrators for document tracking\n- Provision of management reports across all delivery types\n- Default and custom mailing profiles, including restrictions\n- Upload and direct print options\n- GDPR Compliant\n- Thin client support",
    "communication": {
      "futureNoticeDate": "2026-02-02T23:59:59+00:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PTPG-8659-JMCD",
      "name": "Denbighshire County Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL13",
        "country": "GB",
        "locality": "Ruthin",
        "postalCode": "LL15 1YN",
        "countryName": "United Kingdom",
        "streetAddress": "Wynnstay Road"
      },
      "details": {
        "url": "https://www.denbighshire.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          },
          {
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS",
            "description": "Welsh devolved regulations apply"
          }
        ]
      },
      "identifier": {
        "id": "PTPG-8659-JMCD",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Lisa Rainford",
        "email": "procurement@denbighshire.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "072403-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/072403-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-11-10T13:14:00Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-12-31T23:59:59+00:00",
        "description": "We are seeking to understand what is currently available in the market in relation to the above requirements. We are inviting suppliers to provide a breakdown of the key features and functions their system provides and are particularly interested in latest technologies and any innovative approaches to postal and electronic communications. \nWe also intend to invite suppliers to provide system demos, ideally over MS Teams.  This is likely to be week commencing 8th December 2025.\nWe are seeking a fully functional, out of the box solution that requires minimal configuration to meet our operational needs and deliver an excellent user experience. We are not looking for a development partner. We are particularly interested in suppliers who have a proven track record of working successfully with Revenue and Benefit teams in other Local Authorities.\nWe do not guarantee that this exercise will result in a procurement exercise.\nIf your organisation can provide a solution that meets the requirements of this notice, please email procurement@denbighshire.gov.uk with a brief overview of your solution no later than 12 noon on Monday 24th November 2025"
      }
    ]
  },
  "initiationType": "tender"
}