URL: https://democratic.bracknell-forest.gov.uk/ieDecisionDetails.aspx?ID=4180

Decision Maker: Cabinet Member for Leisure, Culture, Public Protection & Democracy

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: To approve a procurement plan for specialist printing for electoral services.

Content: To approve a procurement plan for specialist printing for electoral services. RESOLVED: ·       That the cabinet member approves the strategic procurement plan set out in Annexe A for the procurement of specialist electoral printing services with an estimated whole life value of approximately £600,000. ·       That the cabinet member delegates authority to the Executive Director: Communities to undertake the procurement and, following evaluation, to award and enter into the contract with the successful bidder, provided the award is consistent with the approved procurement plan, the published evaluation criteria and is within the approved budget ·       Bracknell Forest Council has statutory duties to administer elections and maintain the electoral register, which relies on the timely issue of high volume, accurate and accessible printed materials. This includes poll cards, ballot papers and postal voting packs, as well as voter registration and absent vote correspondence such as invitations to register, invitations to vote by post or proxy, acknowledgements and other required notices. ·       The current specialist printing contract is due to expire and a new procurement is required to secure continuity of service and ensure ongoing compliance with electoral law and associated statutory timetables. Undertaking a competitive tender exercise will also enable the Council to test the market, secure value for money and confirm that the supplier arrangements support the Council’s governance requirements, sustainability objectives and equalities duties, including the provision of accessible formats where required. ·       Consideration was given to using in house services, however the specialist expertise, knowledge and equipment required are not currently available within the Council. ·       At the point of commencing this process, no suitable opportunities for collaboration with other public bodies were identified. ·       A limited number of framework agreements are available in the market and one potential framework was identified. However, this option was not considered suitable as it does not provide the comprehensive end to end service required to meet the Council’s electoral and voter registration requirements. N/A

Date of Decision: April 1, 2026