Portsmouth City Council is seeking suppliers for a dynamic purchasing system to provide print, design, distribution, merchandise, and related services across various categories like standard print, signage, branded promotional items, envelopes, mailing, distribution, and creative services, with specific requirements outlined for each category.
Print and Related Services Dynamic purchasing system..
Portsmouth City Council ('the council') is inviting requests to participate from suitably qualified suppliers to be admitted to a dynamic purchasing system (DPS) to provide print, design, distribution, merchandise and related services.
The Council has worked with Panacea Applications Limited to introduce a web-based system, Panacea Software ("DPS Portal"), to manage this DPS. The Council will use this system for the procurement of their print, design, distribution, merchandise and related services. ("the Services").
The DPS is divided into the following service categories (each being a "Service Category"):
• Lot 1/1a: Standard print/Specialist Digital printing
• Lot 2/2a: Magazines and brochures/Fulfilment and mailing
• Lot 3: Signage and large format printing
• Lot 4: Parking-specific items
• Lot 5: Branded promotional items and merchandise
• Lot 6: Envelopes
• Lot 7: Mailing and fulfilment
• Lot 8: Door to door distribution
• Lot 9: Creative services
The Council will run the procurement process in accordance with the 'Restricted Procedure' as set out within the Public Contract Regulations (2015). The procurement programme is set out below:
Selection stage documents available on Panacea 16/07/24
SQ return deadline 15/08/24
Evaluation of SQs completed 23/08/24
Selection decision notified to candidates 30/08/24
Start of DPS 02/09/24
A Supplier that is interested in providing Print and Related Services to the Contracting Authority will need to apply to join the DPS Portal by creating an account and submitting their Response to the Standard Selection Questionnaire online the URL for which is below:
https://app.panacea-software.com/portsmouth/
Standard print and Specialist Digital printing
Lot 1 includes printing and delivery of our standard, regularly produced items. The items may be printed by sheet-fed litho, web-offset litho or digitally, depending on quantity and speed of required delivery.
Quantity printed per job varies from single copies to 25,000. Most jobs are 500 to 5,000 copies.
All paper should be sustainably sourced and accredited as recycled, FSC 100% or FSC Mix.
Some jobs may need additional finishing such as die-cutting, laminating, spot UV, foil block, scoring, or hand-finishing.
There is a sub lot - 1a - Specialist Digital Printing is for suppliers offering digital printing on a range of substrates, on dark materials and / or of labels and packaging materials. This lot is used for work such as this which is produced on different materials and requires greater flexibility than many commercial printing requirements. This work requires the ability to digital print on darker materials. See specification for more details.
Lot 1a can only be applied for by those suppliers applying to Lot 1 Additional information: Lot 1 will be live immediately.
Magazines and brochures/Fulfilment and mailing
Lot 2 includes Portsmouth City Council's two resident magazines - Flagship and House Talk - and one magazine for Gosport Borough Council - At Your Service. It also includes the Portsmouth visitor guide. We occasionally have a need for additional magazines for a special subject and these are referred to as ad-hoc magazines. Some of these publications require distribution, either by Royal Mail or to regional distribution centres.
Lot 2 requires a proof-reading service to be carried out on all jobs.
Additional magazines and brochures are required on an ad-hoc basis. Specifications vary. These may include finishes not used in our standard magazines such as perfect binding, PUR binding, lamination, spot UV or foil blocking.
Lot 2a is to select appropriate suppliers for instances for which we require the printer to also mail.
Lot 2a can only be applied for by those suppliers applying to Lot 2 Additional information: Lot 2 will be live immediately.
Signage and large format printing
Lot 3 is for a wide range of signs and display materials produced in varying materials including foamex, vinyl, acrylic, metal and wood.
This includes but is not limited to:
• printed self adhesive vinyl
• cut self adhesive vinyl
• printed self adhesive contravision vinyl
• printed PVC vinyl banners, including hemming and eyeletting
• printed pull up banners
• printed foamex
• printed correx
• built-up lettering in acrylic and metal
• aluminium tray signs
• vehicle graphics
• engraved signs
• static cling stickers
• feather flags
• installation
Some items require installation and the contractor may be required to supply RAMS documentation prior to work commencing. The supplier may need to make arrangements with building managers or third-party contractors to arrange this. Additional information: Lot 3 will be live immediately.
Parking-specific items
Portsmouth City Council Parking require a range of specialist items that include scratch off latex, holograms or other security features.
These include:
• scratch cards for visitor and permit parking
• resident parking permits with hologram and plastic wallets
• disabled bay permits with hologram and plastic wallets
• penalty charge notices for enforcement officer hand-held printer
• waterproof penalty charge notice plastic carriers with self adhesive backing
• enforcement officer notebooks
• pay and display ticket meter tickets on rolls
• car park barrier tickets Additional information: Lot 4 will be live at a later date.
Branded promotional items and merchandise
This lot is for bespoke promotional or branded items.
The lot includes, but is not limited to:
• Pens
• Pencils
• Mugs
• Button badges
• Enamel badges
• Keyrings
• Gazebos
• Tablecloths
• Flags
• Branded clothing: t-shirts, hats, vests, scarfs, hi-vis (excludes uniform)
• Warrant card holders
• Beermats
• Lanyards Additional information: Lot 5 will be live immediately.
Envelopes
Lot 6 is for bespoke printed envelopes. It does not include unprinted envelopes that are available off the shelf, but may include unprinted envelopes if a custom size or style is required. Additional information: Lot 6 will be live immediately.
Personalised Mailing and fulfilment
This lot is for a range of mailing and related services including personalisation, collation, insertion, data-cleansing, wrapping, postage management and distribution. This lot requires the supplier to have certification for ISO27001 or a comprehensive documented and monitored data processing and storage procedure that can be demonstrated. Additional information: Lot 7 will be live immediately.
Non-Personalised Mailing and fulfilment
This lot is for a range of mailing and related services including personalisation, collation, insertion, data-cleansing, wrapping, postage management and distribution. Additional information: Lot 8 will be live immediately.
Door-to-door distribution
This lot is for distribution of printed material to residential properties and businesses in Portsmouth. Items may be addressed or non-addressed.
Distribution may be city-wide, a specific area, or may include surrounding areas such as Havant or Gosport.
Items provided by PCC must not be inserted into items provided by other customers.
Items provided by other customers must not be inserted into items provided by PCC. Additional information: Lot 9 will be live immediately.
Creative services
This Lot includes a range of creative services including, but not limited to:
• Copy writing
• Proof-reading
• Graphic design
• Artwork
• Illustration
• Motion graphics
• Animation
• Photography
• Videography
• Video editing
• Voiceovers Additional information: Lot 10 will be live at a later date.