Dynamic Purchasing System for Design, Print and Related Services

Description

The London Borough of Haringey will procure all its Design, Print and Related Services requirements using this Dynamic Purchasing System contract

This category includes printing and delivery of materials including posters,
leaflets, booklets or brochures, flyers, stationery, NCR forms and high-volume
copying, on any of the following: SRA1/B1, SRA2/B2 or SRA3/B3 sheet fed litho
presses, web-offset presses, digital presses.
Examples include (but not limited to):
• A4 / A5 / 99 x 210mm brochures, leaflets or flyers
• A4/A3/A2/A1 posters
• Oversize A4 / A5 pocket folders
• Forms, NCR pads, headed paper, compliment slips, business cards,
envelopes, receipt books
• Magazines and newsletters
• Documents, council meeting papers and agendas*, reports.
*Where printed materials are subject to statutory timing requiring same-day or
24-hour turnaround, the selection criteria will include the supplier’s proximity to
the buying authority and speed of delivery service offered.
Suppliers shall ensure printed products supplied under the Framework meet the
mandatory minimum standards set out by the Government buying Standards
www.gov.uk/government/publications/sustainable-procurement-the-gbs-forpaper-
and-paper-products

This category covers preparing mailings for delivery by Royal Mail and other
delivery providers.
Examples include (but not limited to):
• Personalisation and mailing – e.g., printing, collating and match-mailing
varying documents, personalised letter(s) and printed reply envelopes and
stuffing in envelopes. Apply mail-sort order and bag to royal-mail
requirements to attract optimal postal discounts, and post using required
class using buyer’s royal-mail account.
• Hybrid mailing and same-day mailing for including letters, statements,
bills, inserts and any other correspondence. Personalise, collage, pack and
apply mail-sort order and bag to royal-mail requirements to attract
optimal postal discounts, and post using required class, using supplier or
buyer’s Royal-Mail account as specified for each requirement.

This category covers the production of large posters, signage and display boards.
Examples include (but not limited to):
• A2 – A0 size 4 colour inkjets onto satin photo paper 170gsm mounted on
3mm – 5mm Foamex board.
• Large format display stands.
• Signage, lamp-post banners, outdoor advertising and livery
• Pop up’/’Pull up’ display stands
• Large and small format vinyl print and affixing, including PVC banners
printed 4-colour, hemming and eye-letting, for indoor and outdoor use
• ‘Six-sheet’ (’ (1750mm x 1185mm) and bespoke (3250mm x 1200mm)
posters

This category covers all secure and confidential printing for the Council and its
partners and includes:
Examples include (but not limited to):
• Parking stationery e.g., parking permits/discs, such as a PCN Rolls,
Parking Scratch Cards (including latex one side & overprint black wording
on latex and numbering)
• Confidential service reports, confidential statement of cases (investigation
into staff), Surveyors reports for planning, Democratic – agendas, audits,
Cabinet reports
• Payslips and P60s (including personalisation, fulfilment and mailing
• Cheque printing
Where printed materials are subject to statutory timing requiring same-day or 24-
hour turnaround, the selection criteria will include the supplier’s proximity to the
buying authority and speed of delivery service offered.

This category covers items such as (but not limited to):
• Tote bags
• T-shirts
• Bespoke pens
• Bespoke pencils
• Mugs
• Sports drinking bottles
• USB sticks
Page 4 of 7
• Stickers
• Binders,
• ID Badges
• Flexo printing, etc

This category spans from concept designs for large campaigns to creative design
and simple artwork following a style guide, and includes illustration, imagery,
photo editing, and associated creative services – for print and new media.
Creative concepts should be appropriate for the audience and intended channel,
support the campaign’s key messages and for its intended output and must -
strictly adhere to the buying authority’s corporate identity standards.
All artwork must be produced and submitted using the latest software.
All copyright of design and content created must be signed over to the
commissioning authority on commencement of work.
All concepts and final drafts must be provided to the buyer for approval prior to
completion.
Examples include (but are not limited to):
• Concepts for campaigns, branding and/or individual items
• Design for advertising, print and/or digital media
• Illustration, image search and image manipulation
• Artwork in appropriate format for print, online, social media or digital
media
• Creation of templates for branded materials, presentations,
advertisements or banner pages
• Updating previous artwork with new concept.
Editable artwork files and images must be provided together with the final
artwork or production files on completion of each order.

This category will involve copywriting for a diverse range of subject matter
normally covered in local authority. The content maybe promotional, factual or
technical. It also covers sub-editing and proof-reading services for any briefings,
documents, online materials as well as design or artwork produced.

This Lot covers relevant photography projects for any given requirement. This
category includes photography, photographic editing and production services for
editorial, advertising, technical, promotional or marketing applications.
Suppliers may be subject to a Disclosure and Barring Service (DBS) check before
undertaking work with children and young people and will need to abide by the
buying authority's consent policy and protocol.
Suppliers will be required to submit photography electronically to the buyer
directly onto the Design, Print and Related Services DPS ("DPS Portal") for
approval before finalisation. Suppliers must ensure they adhered to GDPR
legislation when taking photographs of individuals or property by using the
buying authority's consent form.
Suppliers must request the consent form from the buyer if it is not appended to
an order for these services.
All copyright of content created and photographed is to be assigned to the
buying authority.
The Supplier must notify the buyer in advance of any chargeable travel expenses
and such expenses can only be paid where agreement to do so is confirmed on
an approved order sent to the supplier via the DPS Portal.

This category covers the provision of technical services and/or content for all
areas of digital communications. Examples include (but not limited to):
• E-newsletters and email marketing
• Web application and/or web content development and creative input
• E-brochures (using Flash/Java/HTML 5 technology)
• Social Media marketing including Facebook, Twitter, Instagram, Pinterest
• Google ads
• Interactive pdfs
• Search engine optimisation
• Mobile marketing
• Page-turn software
• Viral Videos
• iAd
NB: The Design element of this work is covered in Lot 6.

There may be times when the in-house team does not have the capacity to run a
complete Marketing campaign or specific areas of specialism. As a result, this Lot
is to allow us to commission a company/agency to do this on behalf of an inhouse team. For example, there this may include work for Public Health or
campaigns that are focussed on behaviour change. This Lot also allows us to
commission a company to run a complete marketing campaign or specific areas
of specialism on behalf of the buying authority.
Examples include (but are not limited to):
• Strategic communication advice and guidance to help the authority's
services to achieve their objectives by communicating the right messages,
to the right people, in the right way, and at the right time.
• Producing and implementing new communication campaigns using the ‘inhouse’ style and corporate identity.
• Implementing existing campaigns
• Evaluating marketing and communications activity
Work may include (but is not limited to):
• Setting communication objectives
• Identifying key messages
• Identifying key audience
• Obtaining required resources
• Evaluation of activity
• Social Marketing
• Digital Marketing
• Direct Marketing
• Public Relations
• Copywriting
• Proofreading
• Business-to-business
• Business-to-consumer
• Internal communications
• Public Consultation

This Lot covers relevant filming projects for any given requirement. This
category includes filming, videography and film editing and production services
for editorial, advertising, technical, promotional or marketing applications.
Suppliers may be subject to a Disclosure and Barring Service (DBS) check before
undertaking work with children and young people and will need to abide by the
buying authority's consent policy and protocol.
Suppliers will be required to submit this work electronically to the buyer directly
onto the Design, Print and Related Services DPS ("DPS Portal") for approval
before finalisation.
Suppliers must ensure they adhered to GDPR legislation when filming individuals
or property by using the buying authority's consent form.
Suppliers must request the consent form from the buyer if it is not appended to
an order for these services. All copyright of content created and filmed is to be
assigned to the buying authority.
The Supplier must notify the buyer in advance of any chargeable travel expenses
and such expenses can only be paid where agreement to do so is confirmed on
an approved order sent to the supplier via the DPS Portal.

This category covers distribution of a residents’ magazine and other brochures or
printed materials, to local residents and businesses within a specified area or
postcode(s). This category includes the delivery of either unaddressed items or
addressed items.
Examples include (but not limited to):
• Door-to-door distribution – e.g., 98,000 residential addresses x 1 preprinted magazine
• Distribution to specific areas for housing - e.g., a pack containing
multiple printed items (letter, brochure, translation sheets)

This category also covers Electoral and Electoral Registration printing in
accordance with the Electoral Commissions guidelines and procedures, it may
include postage.
The supplier must have a proven track record of delivery Election and Election
Registration print.
Postal packs may have to be produced at printers within a specified distance of
the buying authority's offices to facilitate their required Quality Assurance
Testing.
The requirements of electoral print include (but are not restricted to):
• Postal vote mailings including outgoing envelope, ballot paper, postal vote
statement, ballot paper envelope, return envelope, spares and samples.
• Polling Station Ballet Papers
• Large format ballot papers
• Election Annual Canvas
The contractor must ensure that all confidential and sensitive material to be
stored within a secure environment.
Additional security requirements, quality assurance (e.g., site visits), timing, and
data protection requirements and winning supplier selection criteria may be
specified by the buying authority for work falling within this Lot. Additional information: The Authority may decide to extend this Dynamic Purchasing System Contract by a period of up to two years in two twelve-month periods.

Additional information

Use the following links to access information about the buyer, tender notice documents and further resources about this tender opportunity.

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