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 Lot 1: Standard print 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 Lot 2: Mailing 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. Lot 3: Large format, signage and display printing 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 Lot 4: Security Printing and Confidential Printing - General 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. Lot 5: Branded promotional products, specialist printing and binders 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 Lot 6: Creative services design and artwork for print and digital media 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. Lot 7: Copywriting and proof-reading 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. Lot 8: Photography 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. Lot 9: Digital Communications 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. Lot 10: Marketing Communications 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 Lot 11: Filming and Videography 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. Lot 12: Door-to-door Distribution 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) Lot 13: Secure Printing – Electoral Services 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.