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Published 29 Apr 2025, 10:05 BST

Official UK procurement notice

Hybrid Mail Services for Local Authority

Official notice

Authority: Surrey Heath Borough Council (Local council)

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Business Services & Consultancy (79) Delivery: South East (UKJ25)
Published estimate£375,000≈ £125k / year · £450,000 inc. VAT46.7% below published estimate
Submissions closed 16 Jun 2025awarded 15 Jul 2025
Awarded to Datagraphic Limited
Contract term 3 yrsends 1 Aug 2028 · up to 1 Aug 2030 with extensions · starts 1 Aug 2025

What is being bought

Published requirement description

Hybrid Mail Services for Local Authority, including Revenues and Benefits via email and postal services.

To view this notice, please click here:

www.delta-esourcing.com/delta/viewNotice.html ↗

CPV: Mailing services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£375,000
Contract period: 1 Aug 2025 – 1 Aug 2028 (3 yrs) · up to 1 Aug 2030 with extensionsValue: £375,000 exc. VAT · £450,000 inc. VAT
Delivery: South EastEligibility: SME eligible
Extensions: Three year initial terms with further period or periods of up to two (2) years maximum, by the Council giving written notice to the Service Provider at least 3 months in advance of the expiry date of the initial terms or any executed extension option.
79571000 Mailing services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    As outlined in the Invitation to Tender.

  • Technical & professional ability

    As outlined in the Invitation to Tender.

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 sub-criteria (2)
  • Criterion 2: 70%
  • Criterion 1: 30%
Published award criteria (2)
  • Criterion 1: Long criteria description
  • Criterion 2: Long criteria description
Conditions of participation2
  • Economic & financial standing

    As outlined in the Invitation to Tender.

  • Technical & professional ability

    As outlined in the Invitation to Tender.

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, CPTPP)
Recurring procurement
Unspecified in notice
First published
29 Apr 2025, 10:05 BST
Last source update
10 Sept 2025, 14:05 BST
Award evaluation window
Submission end – 8 Jul 2025
FTS notice number
2025/S 000-017497
Latest notice
Contract details notice (UK7)
Classification (CPV)
Mailing services
Delivery area
South East (UKJ25)
Official registry OCID
ocds-h6vhtk-0508d6 Find a Tender

How it was run

Official notice
Run through: Delta eSourcing · Who buys & how to bid on Delta
Electronic submission allowedLanguage: EN
Submission deadline
16 Jun 2025, 13:00 BST
Clarification deadline
2 Jun 2025, 13:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

www.delta-esourcing.com ↗. Only electronic submissions are acceptable.

Timeline

29 Apr 2025 → 10 Sept 2025 · 8 dates
  1. Tender notice published
    29 Apr 2025, 10:05 BST
  2. Clarification questions by
    2 Jun 2025, 13:00 BST
  3. Submission deadline
    16 Jun 2025, 13:00 BST
  4. Award decision expected by
    8 Jul 2025, 00:59 BST
  5. Assessment summaries sent
    15 Jul 2025, 00:00 BST
  6. Standstill ends
    24 Jul 2025, 23:59 BST
  7. Contract starts
    1 Aug 2025
  8. Latest notice published
    10 Sept 2025, 14:05 BST

Notice history

5 events · 3 releases on Find a Tender · since 29 Apr 2025
  1. Tender notice published
    29 Apr 2025, 10:05 BST
    UK4
  2. Contract award notice published
    15 Jul 2025, 19:06 BST
    UK6
  3. Status changed to complete
    15 Jul 2025, 19:06 BST
  4. Contract signature expected
    4 Aug 2025, 23:59 BST
    scheduled
  5. Contract details notice published
    10 Sept 2025, 14:05 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £200,0001 award exc. VAT
Bids received 44 from SMEs
Contracts signed 1latest 10 Aug 2025
Awarded toValueDateStatus
Datagraphic LimitedSMEHybrid Mail Services18 Aug 2025 – 17 Aug 2028 · up to 17 Aug 2030Extensions: Three year initial terms with further period or periods of up to two (2) years maximum, by the Council giving written notice to the Service Provider at least 3 months in advance of the expiry date of the initial terms or any executed extension option.£200,00015 Jul 2025Awarded

Contracts

  • Contract 1 · Datagraphic LimitedSME

    Signed
    10 Aug 2025
    Value
    £200,000
    Period
    18 Aug 2025 – 17 Aug 2028 · up to 17 Aug 2030 with extensions
    Status
    active
    Extensions
    Three year initial term with further period or periods of up to two (2) years maximum, by the Council giving written notice to the Service Provider at least 3 months in advance of the expiry date of the initial terms or any executed extension option.
    2 agreed KPIs: Criterion 1 · Criterion 2
    • Criterion 1
    • Criterion 2

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4final-stage tenders · 6 at stage one40—

Contracting authority & participating public bodies

Surrey Heath Borough Council

Contracting authorityPublic authority - sub-central government GB-PPON: PQQL-9321-BBQX Surrey Heath House, Knoll Road, Camberley, South East, GU15 3HDContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • Datagraphic LtdAwarded supplierGB-COH: 02913191 Ireland Ind Est, Adelphi Way, Chesterfield, East Midlands, S43 3LSContact name, email, phone

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender