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

Procurement reference

GSC1001162REQ

Procurement 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.

Full details of the project can be found within Proactis: https://supplierlive.proactisp2p.com/Account/Login

Main category

Services

Delivery regions

• UKL13 - Conwy and Denbighshire

Total value (estimated, excluding VAT)

1.00 GBP to 1.00GBP

Contract dates (estimated)

01 September 2026, 00:00AM to 31 August 2029, 23:59PM

Extension end date (if all the extensions are used): 31 August 2031

Denbighshire County Council

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

CPV classifications

• 64000000 - Postal and telecommunications services
• 48000000 - Software package and information systems
• 72000000 - IT services: consulting, software development, Internet and support

Delivery regions

• UKL13 - Conwy and Denbighshire

Lot value (estimated)

1.00 GBP Excluding VAT

1.20 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 September 2026, 00:00AM

Contract end date (estimated)

31 August 2029, 23:59PM

Extension end date (estimated)

31 August 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Initial 3 year contract with the option to extend for 2 years.

Does the lot include options?

Yes

Description of options

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.

Participation

Award criteria

Description of risks to contract performance

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.

Tender submission deadline

14 April 2026, 12:00PM

Enquiry deadline

01 April 2026, 12:00PM

Date of award of contract

01 June 2026, 23:59PM

Submission address and any special instructions

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

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

10 May 2029, 23:59PM

Languages that may be used for submission

• English
• Welsh