Print, Mail and Document Consolidation Services for Council Communications

Caerphilly County Borough Council is conducting market engagement to identify suppliers capable of delivering integrated print, mail fulfilment and document consolidation services for Council Tax, Business Rate and Benefits communications. The Council currently processes approximately 75,000 Council Tax bills, 16,500 Benefits notifications and 5,000 Business Rate bills annually, plus 100,000 Council Tax documents and 47,000 Benefits documents on a daily/weekly basis. The Council seeks solutions that merge annual bills and notifications into single coherent communication packs, reduce costs through consolidation, improve customer experience, ensure statutory compliance and support GDPR requirements. Core requirements include data receipt from Council systems, intelligent document composition, merging capabilities, print production, automated mail fulfilment, postal optimisation, reporting and secure data handling. Optional services include outsourced daily/weekly correspondence, hybrid mail and digital delivery solutions, and wider corporate print and mail gateway services. Suppliers should demonstrate experience delivering document consolidation in local government, ability to merge multiple document types, typical implementation timescales, security certifications (ISO 27001, Cyber Essentials Plus), cloud-based options, reporting capabilities, digital-first and eBilling support, pricing models, and innovative solutions. Responses must be submitted via the Proactis etendering portal by 12:00 Noon on Friday 7 August 2026. This market engagement exercise will not form part of any future procurement evaluation process.