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Published 10 Nov 2025, 13:14 GMT

Official UK procurement notice

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

Official notice

Authority: Denbighshire County Council (Central government)

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)Postal and telecommunications services (64)IT Services & Software (72) Delivery: Wales (UKL13)
Budget not disclosed£1≈ £0 / year · £1 inc. VAT · 1 value update
Submissions closed 14 Apr 2026awarded 27 Jul 2026
Award (standstill) to XEROX UK LIMITED
Contract term 3 yrsends 31 Aug 2029 · up to 31 Aug 2031 with extensions · starts 1 Sept 2026

What is being bought

Published requirement 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.

  • The authority expects to re-tender this requirement around 10 May 2029, 23:59 BST.

CPV: IT services: consulting, software development, Internet and support · Postal and telecommunications services · Software package and information systems

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£1
Contract period: 1 Sept 2026 – 31 Aug 2029 (3 yrs) · up to 31 Aug 2031 with extensionsValue: £1 exc. VAT · £1 inc. VAT
Delivery: WalesEligibility: SME eligible
Extensions: 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. · Initial 3 year contract with the option to extend for 2 years.
48000000 Software package and information systems64000000 Postal and telecommunications services72000000 IT services: consulting, software development, Internet and support
Pre-qualification & selection criteria (PQQ)2

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 70%Price: 30%
Published award criteria (2)
  • Quality : The quality weighting has the following sub-criteria: Service Delivery - 30% Performance / Quality Service - 20% Innovation / Partnership Working - 15% Implementation and Ongoing Support - 10% Training - 5% Technical - 10% Accessibility - 5% Community Benefits - 5% Full details of the evaluation can be found within the procurement documentation.
  • Price
Conditions of participation2
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Yes · next expected 10 May 2029
First published
10 Nov 2025, 13:14 GMT
Last source update
25 Aug 2026, 13:28 BST
Award evaluation window
Submission end – 1 Jun 2026
Authority reference
GSC1001162REQ
FTS notice number
2026/S 000-021518
Latest notice
Contract award notice (UK6)
Classification (CPV)
IT services: consulting, software development, Internet and supportPostal and telecommunications servicesSoftware package and information systems
Delivery area
Wales (UKL13)
Official registry OCID
ocds-h6vhtk-05ddb0 Find a Tender
Review and risk notes
Risks

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.

Note that there is the potential requirement to add additional Authority service areas to the contract and this is clear within the tender documentation.

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN, CY
Access & registration note: Free · short registration with manual review; public opportunity list
Submission deadline
14 Apr 2026, 12:00 BST
Clarification deadline
1 Apr 2026, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en, cy
Detailed submission instructions & authority contactsFrom official release

Suppliers can view and submit tender documentation via Proactis: supplierlive.proactisp2p.com/Account/Login ↗

Timeline

10 Nov 2025 → 4 Sept 2026 · 11 dates
  1. Planning notice published345 days ago
    10 Nov 2025, 13:14 GMT
  2. Market engagement293 days ago
    31 Dec 2025, 23:59 GMT

    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.

    We also intend to invite suppliers to provide system demos, ideally over MS Teams. This is likely to be week commencing 8th December 2025.

    We 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.

    We do not guarantee that this exercise will result in a procurement exercise.

    If your organisation can provide a solution that meets the requirements of this notice, please email [email protected] with a brief overview of your solution no later than 12 noon on Monday 24th November 2025

  3. Next notice expected260 days ago
    2 Feb 2026, 23:59 GMT
  4. Tender notice published224 days ago
    10 Mar 2026, 16:59 GMT
  5. Clarification questions by203 days ago
    1 Apr 2026, 12:00 BST
  6. Submission deadline190 days ago
    14 Apr 2026, 12:00 BST
  7. Award decision expected by141 days ago
    1 Jun 2026, 23:59 BST
  8. Assessment summaries sent57 days ago
    25 Aug 2026, 00:00 BST
  9. Latest notice published57 days ago
    25 Aug 2026, 13:28 BST
  10. Contract starts50 days ago
    1 Sept 2026, 00:00 BST
  11. Standstill ends46 days ago
    4 Sept 2026, 23:59 BST

Notice history

8 events · 3 releases on Find a Tender · since 10 Nov 2025
  1. Preliminary market engagement notice published
    10 Nov 2025, 13:14 GMT
    UK2
  2. Tender notice published
    10 Mar 2026, 16:59 GMT
    UK4
  3. Status changed to active
    10 Mar 2026, 16:59 GMT
  4. Procurement method changed
    10 Mar 2026, 16:59 GMT
  5. Deadline published: 14 Apr 2026, 12:00 BST
    10 Mar 2026, 16:59 GMT
  6. Contract award notice published
    25 Aug 2026, 13:28 BST
    UK6
  7. Status changed to complete
    25 Aug 2026, 13:28 BST
  8. Contract signature expected
    14 Sept 2026, 23:59 BST
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £559,1171 award exc. VAT
Bids received 62 from SMEs
Awarded toValueDateStatus
XEROX UK LIMITEDProvision of a Hybrid Mail and Digital Communications Solution for Denbighshire County Council21 Sept 2026 – 20 Sept 2029 · up to 20 Sept 2031Extensions: Option to extend for a further 2 years (1year + 1year) · Options: 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.£559,11727 Jul 2026standstill to 4 Sept 2026Standstill

Bid statistics published by the authority

BidsSMEVCSEValid bid range
6final-stage tenders20—

Contracting authority & participating public bodies

Denbighshire County Council

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations apply GB-PPON: PTPG-8659-JMCD Wynnstay Road, Ruthin, Wales, LL15 1YNContact name, email

Bidders & participating suppliers

1 commercial party on the notice
  • Xerox (UK) LimitedAwarded supplierGB-PPON: PNNC-4675-LGHQ Building 4 Uxbridge Business Park, Uxbridge, South East, UB8 1DHContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure