Cambridge City Council - Prior Information Notice (PIN): Council magazine packaging and posting

This prior information notice is issued by Cambridge City Council to inform potential suppliers about an upcoming procurement opportunity for packaging and posting the magazine for our Council tenants.
This PIN is released with the idea that those organisations that submit their information via this route will be given direct access to the tender once it is released. The opportunity will, of course, still be advertised in the normal manner, however, any company expressing an interest at this point will get an automatic email once it is live on the portal should we decide to proceed with the full tender.
Additionally, Cambridge City Council reserve the right to hold a market engagement event for interested parties. This will be decided once we are clear on the level of interest.
Description of current thinking on the Contract outline and requirements
The contract pertains to the packaging and posting of the ‘Open Door’ magazine for our Council tenants. This contract would be for one supplier to manage the packaging and posting process of our tenant magazine and link up with a separate supplier in order to receive the printed copies of the magazine, on behalf of the resident involvement team. This contract would cover receiving printed copies of our magazine, then packaging them in recycled materials, addressing them to tenants and posting to our tenants without Cambridge City Council involvement.
We are seeking a supplier to package and post our tenant magazine three times a year over a three year-period. The supplier should have experience of carrying out a similar task for a local authority, and be able to demonstrate a working relationship with a separate supplier that fulfils printing.
Scope of Work:
The scope of work includes, but is not limited to:
• Receive, package and post three editions of Open Door per year, in spring, summer and autumn.
• Each edition will include approximately 16 colour pages in A4 size.
• Liaise directly with a separate printing supplier to arrange receiving the printed copies with no Cambridge City Council intervention.
• The supplier will receive a password-protected list of tenants’ names and addresses extracted from Cambridge City Council’s database for the purpose of printing postage labels. The list of names and address will only be used for the function outlined; they will not be stored and will be deleted immediately after use.
• Print address labels and package the copies into recycled packaging.
• Arrange postage and delivery of the packaged magazine to tenants’ addresses.

Participation:
Interested suppliers are invited to express their interest by providing the information requested in this notice. This notice serves as an early indication of the contract opportunity and does not constitute a formal tender process or offer.
Market Consultation:
This notice may lead to the Council conduct market consultations to gather insights and feedback from potential suppliers. Details regarding any market consultation events will be communicated in due course.