GLRO16 28 Royal Mail Postal Sweep

Type of decision: 
GLRO decision
Code: 
GLRO16 28
Date signed: 
03 May 2016
Decision by: 
Mark Roberts, Director, Secretariat

Executive summary

For all elections the Royal Mail offer a service under which they undertake a “sweep” of sorting offices on the evening of polling day and deliver any postal vote return envelopes to the relevant Returning Officer before the close of polls so that they can be included in the count. The purpose of this sweep is to maximise the participation in the election by ensuring postal votes in the system are counted. 

Decision

Under delegation from the GLRO, the Deputy GLRO to approve

•    To approve expenditure of £13,500 so that the Royal Mail can undertake a “sweep” of sorting offices on the evening of polling day for final deliveries of postal votes. 

Part 1: Non-confidential facts and advice

Introduction and background

For all Elections Royal Mail offer a ‘sweep’ service under which they collect all postal vote return envelopes and deliver them to the Returning Officer.

The Polling Day sweep will take place at agreed Mail Centers, in each London Borough (see list attached) and at the agreed times for the delivery of the extracted postal votes to the Returning Officer. The times indicated will maximise the impact of the postal vote and deliveries are due to take place before the end of the close of polls.

The GLA is procuring this service with Royal Mail directly – rather than individual Boroughs which will reduce the overall cost of the sweep. Boroughs are required to buy an individual Postal Voting Licence to access the service.     
 

Objectives and expected outcomes

a)    Key risks and issues

Handover arrangements must be carefully managed to ensure delivery or collection is made prior to the close of poll. Discussions have taken place with each borough to agree the delivery times

b)    Impact assessments and consultations.

London Boroughs have been consulted and have confirmed mail centre location and the times for delivery of postal votes. 
 

Equality comments

Postal votes are an important part of the election process. Those unable to vote at polling stations are offered the opportunity to voice their vote through the postal vote system. The purpose of this sweep is to maximise the participation in the election by ensuring postal votes in the system are counted.

Other considerations

N/A

Financial comments

The expenditure of £13,500 is to cover the cost of Royal Mail Postal “sweeps”. This expenditure will be contained within the 2016/17 Elections Budget.

Planned delivery approach and next steps

Activity

Timeline

Procurement of contract

w.c 25/4/16

Announcement

n/a

Delivery Start Date

5/5/16

Final evaluation start and finish

n/a

Delivery End Date

5/5/16

Project Closure:

5/5/16

Appendices and supporting papers

Agreement for the provision of Royal Mail Services