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Published 15 Sept 2026, 12:32 BST

Official UK procurement notice

Contract for the Provision of Letterdrop Services

Official notice

Authority: Herefordshire Council (Local council)

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Postal and telecommunications services (64)Business Services & Consultancy (79) Delivery: West Midlands (UKG11)
Published estimate £300,000≈ £300k / year · £360,000 inc. VAT · 2 value updates32.7% below final estimate
Submissions closed 3 Aug 2026awarded 26 Aug 2026
Awarded to CDS Print Services Ltd
Contract term 1 yrup to 3 yrs with extensions · starts 24 Sept 2026

What is being bought

Published requirement description

As part of statutory and community engagement responsibilities, affected residents and businesses must be informed of any closures or road works in advance through timely, accurate, and geographically targeted communication

Herefordshire Council require a supplier to provide a comprehensive print and mail distribution service to support these communications.

  • The authority expects to re-tender this requirement around 2 Jul 2029, 23:59 BST.

CPV: Postal services related to letters · Printing and related services

The lotProcurement structure

single lot · value published
Lot #1Lot 1AwardedRenewal 1 yrPublished value£300,000
Contract period: 24 Sept 2026 — 23 Sept 2027 (1 yr) · up to 3 yrs with extensionsDelivery: West Midlands
Value
£300,000 exc. VAT · £360,000 inc. VAT
Extensions
The contract may be extended twice for up to 1 year
64112000 Postal services related to letters79800000 Printing and related services

What it takes to win

Evaluation split and conditions of participation as published — the tender pack may add more
How bids were scored
Quality: 120Price: 80
Published sub-criteria (4)
  • Quality — 60
  • Quality — 60
  • Price — 40
  • Price — 40

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
Unspecified in notice
Recurring procurement
Yes · next expected 2 Jul 2029
First published
15 Sept 2026, 12:32 BST
Last source update
15 Sept 2026, 12:32 BST
Award evaluation window
Submission end — 3 Sept 2026, 23:59 BST
Authority reference
DN818952
Latest notice
Contract details notice (UK7)
Classification (CPV)
Postal services related to lettersPrinting and related services
Delivery area
West Midlands (UKG11)
Official registry OCID
ocds-h6vhtk-06593f Find a Tender

How it was run

Official notice
Run throughProContract (Due North) ↗Supplier login requiredElectronic submission allowedLanguage: EN
Portal record ↗
Access & registration note: Free · short registration with manual review; public opportunity list
Submission deadline
3 Aug 2026, 12:00 BST
Clarification deadline
24 Jul 2026, 17:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release
Herefordshire Council has published this contract opportunity on the 'Supplying the Southwest Portal'. To submit a tender, you will need to register on the portal if you are not already registered with Procontract, and express an interest in the opportunity. To register with Procontract on the Supplying the Southwest Portal, click on the link below or copy and paste the link into your browser's address bar: www.supplyingthesouthwest.org.uk ↗

Timeline

10 published dates · Europe/London
  1. Planning notice published211 days ago
    20 Feb 2026, 13:00 GMT
  2. Market engagement189 days ago
    13 Mar 2026, 23:59 GMTSuppliers are invited to review and submit their response to the RFI being published on the Procontract portal at www.supplyingthesouthwest.org.uk ↗ Project id DN807672
  3. Tender notice published73 days ago
    8 Jul 2026, 15:42 BST
  4. Clarification questions by57 days ago
    24 Jul 2026, 17:00 BST
  5. Submission deadline47 days ago
    3 Aug 2026, 12:00 BST
  6. Assessment summaries sent24 days ago
    26 Aug 2026, 00:00 BST
  7. Award decision expected by15 days ago
    3 Sept 2026, 23:59 BST
  8. Standstill ends11 days ago
    7 Sept 2026, 23:59 BST
  9. Latest notice published4 days ago
    15 Sept 2026, 12:32 BST
  10. Contract startsin 5 days
    24 Sept 2026, 00:00 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics — not a forecast
Awards 1
Awarded value £201,8501 award exc. VAT
Bids received 1616 from SMEs
Contracts signed 1latest 15 Sept 2026
Awarded toValueDateStatus
CDS Print Services LtdSME24 Sept 2026 — 23 Sept 2027 · up to 21 Aug 2029Extensions: Extension period - 2 years (2 x 1 yr) subject to demand, performance, budget approval, governance£201,85026 Aug 2026Awarded

Contracts

  • Contract 1 · CDS Print Services LtdSME

    Signed
    15 Sept 2026
    Value
    £201,850
    Period
    24 Sept 2026 — 23 Sept 2027 · up to 21 Aug 2029 with extensions
    Status
    active
    Extensions
    Extension period - 2 years (2 x 1yr) subject to demand, performance, budget approval, governance. This will be notified 3 months before the contract end date.
    4 agreed KPIs: Service Delivery · Reporting · Service Delivery …
    • Service Delivery — Letter drop service to be actioned within 24 hours of receipt of request
    • Reporting — Monthly reporting of purchase order updates and quantities
    • Service Delivery — Regular reporting of % successful letter drops completed within 24 hours of receipt
    • Business Continuity — Supplier to notify the Council 24 hours if an incident occurs which activates the Supplier's Business Continuity Plan

Bid statistics published by the authority

BidsSMEVCSEValid bid range
16final-stage tenders · 19 at stage one160—

Notice history

13 events · 5 releases on Find a Tender · since 20 Feb 2026
  1. Contract signature expected
    21 Sept 2026, 23:59 BSTscheduled
  2. Contract details notice published
    15 Sept 2026, 12:32 BSTUK7
  3. Contract award notice published
    26 Aug 2026, 14:43 BSTUK6
  4. Published value updated
    26 Aug 2026, 14:43 BSTwas £300,000
  5. Status changed to complete
    26 Aug 2026, 14:43 BST
  6. Deadline withdrawn
    26 Aug 2026, 14:43 BST
  7. Tender notice published
    8 Jul 2026, 15:42 BSTUK4
  8. Published value published: £300,000
    8 Jul 2026, 15:42 BST
  9. Status changed to active
    8 Jul 2026, 15:42 BST
  10. Procurement method changed
    8 Jul 2026, 15:42 BST
  11. Deadline published: 3 Aug 2026, 12:00 BST
    8 Jul 2026, 15:42 BST
  12. Preliminary market engagement notice published
    20 Feb 2026, 13:27 GMTUK2
  13. Preliminary market engagement notice published
    20 Feb 2026, 13:00 GMTUK2
Published amendments (1)

Project Title amended to show RFI and make it clear this is an information request only and not an invitation to tender

Routine re-releases (5)
  • 2026-02: 2 releases · 20 Feb 2026 — 20 Feb 2026

Contracting authority & participating public bodies

Herefordshire Council

Contracting authorityPublic authority - sub-central government GB-PPON: PDTG-2978-LHCN Herefordshire Council, Plough Lane, Hereford, West Midlands, HR4 0LE
View buyer profile →

Bidders & participating suppliers

1 commercial party on the notice

Official documents & specifications (7)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specificationstenderBidding documents and specificationsHerefordshire Council has published this contract opportunity on the 'Supplying the Southwest Portal'. To view the documentation related to this opportunity you will need to register on the portal if you are not already registered with Procontract, and express an interest in the …
  • Conflict of interest declarationtenderConflict of interest declarationNot published

Notices published for this procedure