Elections Provision of Printing & Transport 2026-2031

9. Contract Risks

This procurement is to secure a Supplier for Elections on an initial 5-year contract term, from 10th February 2026 until 9th February 2031, with the provision to extend the contract term by an additional 2 years, resulting in a possible contract term of 7 years ending 9th February 2033.

The winning Supplier must identify, communicate, manage and monitor risks as part of their ongoing Contract management activities. Suppliers tendering for this opportunity must address risk management in the relevant aspects of their Tender submission. The Authority will evaluate the Supplier’s approach to risk management as part of the relevant Tender evaluation criteria.

In addition to general contract risks, the following specific risks have been identified:

9.1 Election Timetable Volatility

Unscheduled elections (e.g., snap general elections, by-elections) mobilisation within a six-week timeframe. Suppliers must demonstrate robust contingency planning and scalable capacity to respond effectively to short-notice requirements within this period.

9.2 Data Protection and Cybersecurity

Handling of personal data during printing, transport, and storage of electoral materials presents a risk of data breach. Suppliers must comply with UK GDPR and demonstrate robust data security protocols.

9.3 Supply Chain Disruption

External factors such as fuel shortages, paper supply issues, or industrial action may impact delivery. Suppliers must outline alternative sourcing strategies and resilience measures.

9.4 Accuracy of Electoral Materials

Errors in poll cards, ballot papers, or postal vote packs could result in legal challenges or reputational damage. Suppliers must implement rigorous quality assurance and proofing processes.

9.5 Staffing and Resource Constraints

Inadequate staffing during peak periods may affect service delivery. Suppliers must demonstrate workforce planning and access to temporary or surge capacity.

9.6 Environmental and Sustainability Risks

Failure to meet environmental standards or carbon reduction commitments may conflict with Council policy. Suppliers must outline sustainability measures and compliance with relevant regulations.

9.7 Failure to Meet KPIs

Missed deadlines or breaches of agreed service levels may compromise the timely and accurate delivery of election materials. Suppliers must ensure that all service commitments are met to avoid disruption to the electoral process.

9.8 Technology Integration Failures

Incompatibility or failure to integrate with the Council’s election software or secure portals may hinder operations. Suppliers must confirm technical compatibility and provide testing plans.

9.9 Legal and Regulatory Changes

Changes in electoral law or procurement regulations during the contract term may require service adaptation. Suppliers must agree to comply with evolving legal requirements.

9.10 Reputational Risk

Public or media scrutiny due to service failure or breach of confidentiality may damage the Council’s reputation. Suppliers must have a communications protocol and escalation process.