Provision of Print, Mail Fulfilment and Document Consolidation Services for Council Tax, Business Rate and Benefits Communications

{
  "id": "070295-2026",
  "tag": [
    "planning"
  ],
  "date": "2026-07-24T13:32:24+01:00",
  "ocid": "ocds-h6vhtk-06d341",
  "buyer": {
    "id": "GB-PPON-PWHP-2369-JPYL",
    "name": "Caerphilly County Borough Council"
  },
  "tender": {
    "id": "ocds-h6vhtk-06d341",
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        "status": "planning",
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        "description": null,
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        "contractPeriod": {
          "endDate": "2028-12-31T23:59:59+00:00",
          "startDate": "2027-01-01T00:00:00+00:00",
          "maxExtentDate": "2030-12-31T23:59:59+00:00"
        }
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    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL16",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79810000",
            "scheme": "CPV",
            "description": "Printing services"
          },
          {
            "id": "79823000",
            "scheme": "CPV",
            "description": "Printing and delivery services"
          },
          {
            "id": "79824000",
            "scheme": "CPV",
            "description": "Printing and distribution services"
          }
        ]
      }
    ],
    "title": "Provision of Print, Mail Fulfilment and Document Consolidation Services for Council Tax, Business Rate and Benefits Communications",
    "value": {
      "amount": 280000,
      "currency": "GBP",
      "amountGross": 280055.99
    },
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Provision of Print, Mail Fulfilment and Document Consolidation Services for Council Tax, Business Rate and Benefits Communications.  Caerphilly County Borough Council is seeking to engage with the market to understand the availability of solutions and suppliers capable of delivering document consolidation, print, mail fulfilment and associated services for Council Tax, Business Rate and Benefits communications.\nThe Council currently issues approximately 75,000 annual Council Tax bills, 16,500 Benefits notifications and 5,000 Business Rate bills each year. The existing arrangement for merging annual Council Tax bills and Benefits notifications has expired and the Council is exploring options for a replacement service. \nAs part of this engagement the Council is also looking for an expanded solution to consolidate, print and mail daily/weekly Council Tax and Benefit documents. \nThe daily/weekly volumes are…(excludes annual bills and Benefit Notifications)\n•\tCouncil Tax circa 100,000 documents each year\n•\tBenefits circa 47,000 documents each year\nThe aim is to deliver a single, coherent communication pack that improves customer understanding, lowers postage and fulfilment costs and supports operational efficiency. \nProject Objectives\nThe Council is seeking market input regarding solutions that can:\n•\tMerge annual Council Tax bills with Council Tax Reduction and Housing Benefit notifications into a single mail pack. \n•\tPrint and despatch annual Business Rate bills\n•\tReduce printing, postage and fulfilment costs through document consolidation. \n•\tImprove customer experience and reduce avoidable customer contact. \n•\tEnsure compliance with statutory requirements relating to Council Tax billing and Benefits notifications. \n•\tSupport secure handling of personal data and compliance with GDPR requirements. \n•\tExplore opportunities to extend services to other Council departments requiring bulk print and mail services. Potential Scope\nThe Council wishes to understand supplier capability in relation to:\nCore Requirement\n•\tData receipt from Council systems.\n•\tIntelligent document composition.\n•\tMerging of Council Tax bills and Benefits notifications.\n•\tPrint production.\n•\tAutomated enclosing and mail fulfilment.\n•\tPostal optimisation.\n•\tReporting and audit trails.\n•\tSecure destruction and data handling.\nOptional Services\nThe Council is also interested in understanding supplier capabilities for:\n•\tOutsourced production and dispatch of daily and weekly Council Tax correspondence. \n•\tOutsourced production and dispatch of Benefits notifications and correspondence. \n•\tProvision of a wider corporate print and mail gateway for additional Council services, including high-volume customer communications. \n•\tHybrid mail and digital delivery solutions.\n•\tSupport for increased adoption of eBilling and digital communications. \nMarket Engagement Questions\nThe Council welcomes responses from suppliers who can provide information on:\n1.\tYour organisation's experience delivering document consolidation services within local government.\n2.\tYour ability to merge multiple document types into a single statutory communication pack.\n3.\tTypical implementation timescales.\n4.\tSecurity certifications and compliance standards held (e.g. ISO 27001, Cyber Essentials Plus, GDPR arrangements).\n5.\tCloud-based or hosted service options available.\n6.\tReporting, management information and audit capabilities.\n7.\tApproaches to supporting digital-first communications and eBilling.\n8.\tPricing models typically used for services of this nature.\n9.\tOpportunities for additional efficiency savings through postal optimisation and wider corporate mail solutions.\n10.\tAny innovative solutions or service developments the Council should consider.\nIndicative Procurement Approach\nThe Council anticipates undertaking a competitive procurement process following completion of this market engagement exercise. The final procurement route, contract structure and scope will be informed by responses received through this engagement. \nParticipation in this engagement exercise will not form part of any future evaluation process and will not confer any advantage in any subsequent procurement procedure.\nInterested suppliers are invited to provide a written response outlining their capability, relevant experience and any information considered helpful in shaping the Council's procurement approach.\nAll responses must be submitted via the Council etendering portal proactis Plaza as per the link below:-\nProactis - Supplier Network\nYou need register to the system, if already registered you then search Opportunities and search PME1000009 - Provision of Print, Mail Fulfilment and Document Consolidation Services for Council Tax, Business\nYou need to submit your response to the ten questions to the requested question in the portal.\nAll submissions must be received no later than 12:00 Noon Friday 07 August 2026 \nThe Council may also invite suppliers to participate in market engagement meetings, demonstrations or workshops following review of responses.\nThis notice is issued solely for the purpose of market engagement and information gathering. It does not constitute a call for competition, commencement of a procurement procedure or commitment by Caerphilly County Borough Council to undertake any procurement exercise. ",
    "communication": {
      "futureNoticeDate": "2026-09-14T23:59:59+01:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "buyerID": [],
  "parties": [
    {
      "id": "GB-PPON-PWHP-2369-JPYL",
      "name": "Caerphilly County Borough Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKL16",
        "country": "GB",
        "locality": "Hengoed",
        "postalCode": "CF82 7PG",
        "countryName": "United Kingdom",
        "streetAddress": "Penallta House, Tredomen Park"
      },
      "details": {
        "url": "http://www.caerphilly.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": "PWHP-2369-JPYL",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Helen sellwood",
        "email": "sellwhl@caerphilly.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "070295-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/070295-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-07-24T13:32:24+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-08-28T23:59:59+01:00",
        "description": "Interested suppliers are invited to provide a written response outlining their capability, relevant experience and any information considered helpful in shaping the Council's procurement approach.\nAll responses must be submitted via the Council etendering portal proactis Plaza as per the link below:-\nProactis - Supplier Network\nYou need register to the system, if already registered you then search Opportunities and search PME1000009 - Provision of Print, Mail Fulfilment and Document Consolidation Services for Council Tax, Business\nYou need to submit your response to the ten questions to the requested question in the portal.\nAll submissions must be received no later than 12:00 Noon Friday 07 August 2026 \nThe Council may also invite suppliers to participate in market engagement meetings, demonstrations or workshops following review of responses.\nThis notice is issued solely for the purpose of market engagement and information gathering. It does not constitute a call for competition, commencement of a procurement procedure or commitment by Caerphilly County Borough Council to undertake any procurement exercise. "
      }
    ]
  },
  "initiationType": "tender"
}