Decision Maker:

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: January 26, 2026

Purpose:

Content: Salford City Council – Record of Decision   I Councillor Youd, Lead Member for Finance and Support Services and chairman of the Procurement Board, accept the recommendation of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby approve:   to Award the Contract for Electoral Services Print Contract, as detailed in the table below:   Detail required Answers Title/Description of Contracted Service/Supply/Project Elections Print Contract Procurement Reference numbers (DN and CR number supplied by Procurement) S1105   Civica Election Services Ltd Supplier Registration Number (to be supplied by Procurement 02263092 Proclass Classification No. (to be completed by procurement) 191600 Type of organisation (to be supplied by Procurement) Private Limited Company Status of Organisation (to be supplied by Procurement) Non-SME Contract Value (£) £ 140,000 per annum Total contract value £ (including extensions) £  560,000 total project value Contract Duration 24 months Contract Start Date 08/01/2026 Contract End Date 07/01/2028 Optional Extension Period 1 12months Optional Extension Period 2 12months Who will approve each Extension Period? Procurement Board (extension > £150k) Contact Officer (Name & number) Sara Bennett 793 3626         Lead Service Group Reform & Transformation How the contract was procured? (to be supplied by procurement) ITT Framework Details (where applicable) (procurement body, framework reference & title, start/ end date GMCA 1534 Election Print Services Funding Source Revenue Budget Ethical Contractor (EC): Mayor’s Employment Charter Yes   EC: Committed to sign The Mayor’s Employment Charter N/A     EC: Committed to the principles outlined in the Mayor’s Employment charter N/A   EC: Accredited Living Wage Employer No   EC: Committed to becoming Accredited Living wage Employer No ?     The Reasons are: The GMCA-led procurement for GMCA 1534 Election Print Services addresses the lessons learnt from previous framework and establishes a single-supplier framework for all statutory election and registration print services. This includes poll cards, postal vote packs, ballot papers, statutory notices, and the GM Mayoral Election booklet.   The framework ensures compliance with legal timetables, GDPR requirements, and operational resilience for both scheduled and unscheduled polls.   The contract covers the full range of statutory election and registration print services for GMCA and participating authorities that call off from it. This includes poll cards, postal vote packs, ballot papers, and the Greater Manchester Mayoral Election booklet, as well as annual canvass materials and business-as-usual registration documents. The supplier must ensure compliance with all legislative requirements, deliver high-quality products within strict statutory timetables, and provide secure data handling in line with GDPR.   Technical requirements include integration with Electoral Management Systems, robust quality assurance and proofing processes, postal optimisation, and contingency planning for urgent or unscheduled polls.   Options considered and rejected were: Bids were received from Civica Election Services, Print Image Network, Print UK.com (CFH), and Harlow Printing Ltd.   Assessment of Risk: High: The Returning Officer/ Electoral Registration Officer will be unable to meet his statutory obligations to deliver effective election or electoral registration without the provision of printing support services.   The source of funding is: Revenue Budget.   Legal Advice obtained: Yes.   Financial Advice obtained: Yes.   Procurement Advice obtained: Yes.   HR Advice obtained: N/A.   Climate Change Implications obtained: Yes.   Contact Officer: Sara Bennett Telephone number: 0161 793 3626   Please delete from the bullets below any which are not relevant: ·     This matter is also subject to consider by the Lead Member for            . The Lead Member has been consulted and is supportive of the proposed contract. ·     This matter is not subject to consideration by another Lead Member.     Signed:     Cllr J Youd        Dated:    26 January 2026.               Lead Member   FOR DEMOCRATIC SERVICES USE ONLY   *         This decision was published on 26 January 2026 *         This decision will come in force at 4.00 p.m. on 2 February 2026 unless it is called-in in accordance with the Decision Making Process Rules.