Isle of Wight Council Electoral Services Print Contract

About

1.1 Local Authority Electoral Registration Officers are required to send a number of forms and letters to both existing and newly identified potential electors throughout the year.

1.2 There is a peak of forms, sent in three separate "waves" between July and October, beginning with a form to every property on our register and two follow-ups to non responders, and associated follow up forms and letters on a weekly basis.

1.3 The Council's requirements are therefore for the supplier to produce, envelope and dispatch (including postage) these forms and letter during the contract period following the periods specified below.

1.4 In addition, quotations are sought for the printing of ballot papers, the various letters as detailed in 2.5, and the printing and delivery (postage) of poll cards.

Isle of Wight Council Elections Team and Democratic Services Team currently use Civica to provide all of their software for administering their prospective areas.

The provision of printed materials for the maintenance of the Electoral Register (printing and postage Invitation to register letters, requests for documentary evidence), delivery of the Annual Canvass (printing and postage of initial canvass letters and subsequent follow up/chaser canvass letters) and the delivery of all types of elections (UKPGE, PCC, Mayoral, Local, Parish and BID) with regards to the production and postage of Poll Cards and the printing of ballot papers.

These services have been and are required between the period of 01/11/2024 and 31/08/2027 when it is then intended that a procurement exercise will be entered into for the printing services alongside our Electoral Registration, Electoral Management and Committee Management Systems, following a formal procurement process.

The software, namely Xpress Register, Xpress Management and Xpress Modern Gov all integrate together seamlessly to deliver the digital elements of Elections and Democratic Services.

Civica Elections Services Limited (CES Xpress Print) is another product offered by Civica that provides the printed elements for the delivery of elections and the maintenance of the Electoral Register.

Linking the digital software products together to ensure that printed products are delivered legally and timely.

Furthermore the different elements link together without the need for information to be shared with a third party or produced by the IWC to share with a third party.

Thus reducing the risk of mistakes or losing data and ensuring efficient use of time through the use of automated processes.

Please note - the dates set out are to enable the notice to be published; the contract start date was 01/11/2024.