Elections and Registration Services

Birmingham City Council wishes to establish a framework agreement for the provision of Elections and Registration Services.

Birmingham Elections Office deals with all elections within the local authority area. This involves dealing with over 750,000 electors, including 75,000 postal voters. There are usually citywide elections at least every 2 years, with local elections scheduled in 2026 and 2030, Police and Crime Commissioner and Combined Authority Mayoral Elections in 2028 and 2032. The General Election will be held at some point before July 2029. This contract would cover all elections held within Birmingham during the life of the contract, including these citywide elections, but also ward by elections, and neighbourhood planning referendums. It would not cover BID Ballots or non-binding local referendums.

The contract would also cover the provision of statutory forms relating to Electoral Registration – including all Household correspondence sent out during the annual canvass period (including Canvass Forms, Canvass Communication As and Bs) and Invitations to Register for individual electors. This could amount to mailings to 450,000 properties. The Annual Canvass happens every year (usually between August and November).

The framework agreement being procured have been split into 2 Lots, as follows.

• Lot 1: A managed postal vote service to handle returned postal votes during elections.

• Lot 2: Printing for all statutory elections and electoral registration, including poll cards, ballot papers, postal votes, and any registration or canvass forms

The following outcomes are anticipated over the life of the contract as a result of the proposed procurement process to be carried out:

• Ensuring all citizens have the opportunity to vote.

• Empowering citizens to make their voices heard

• Guaranteeing voting access for all eligible citizens

• Increasing resident engagement in statutory processes

• Providing a secure and accurate result that everyone trusts due to the election being carried out to a high standard in accordance with all relevant legislation

Tenderers may bid for one or both lots. A single Provider will be appointed to each lot.

The framework agreement will commence on 27th January 2026 and will be in place for a period of 4 years. (Unless terminated under the terms and conditions of the contract)

The Council will be using its free to use e-tendering system (in-tend) for the administration of this procurement process and potential suppliers must register with the system to be able to express an interest. If you wish to express an interest in this opportunity please click on the following link to access https://in-tendhost.co.uk/birminghamcc/ and submit your details to register. You will then be able to log on which will enable you to download all relevant Invitation to Tender (ITT) documentation. If you are unable to register with In-tend or have any questions or problems on how to use this web site please either email us at: etendering@birmingham.gov.uk

Your completed tender submission should be returned by noon on xx September 2025 via the ‘in-tend’ system https://in-tendhost.co.uk/birminghamcc