Print and Design Services

The Police and Crime Commissioner for Warwickshire invites tenders for the provision of external print and design services to Warwickshire Police.

The appointed supplier will provide a managed print and design service supporting operational policing, corporate communications, community engagement, recruitment, training, crime prevention and public awareness campaigns.

The service will be available Monday to Friday throughout the year (excluding public holidays) and must be capable of responding to urgent requirements where necessary.

The scope of the contract includes, but is not limited to:

• Account management;
• Design consultancy and graphic design services;
• Artwork preparation, typesetting, proofing and pre-production services;
• Digital and lithographic printing;
• Finishing services, including binding, laminating, folding and trimming;
• Production of accessible print formats;
• Supply of printed materials, including leaflets, brochures, posters, banners, signage and large-format products;
• Production of operational and administrative forms, including NCR/carbonless forms;
• Supply of branded and promotional merchandise; and
• Packaging, fulfilment and delivery services.

The Authority seeks a supplier that can deliver high-quality services, value for money, responsive customer support, sustainable solutions, robust information security and continuous improvement throughout the contract term.

The requirement will be procured as a single contract and has not been divided into lots.

The Authority considered dividing the requirement into separate lots, including design, print production, large-format printing and branded merchandise. Following assessment, a single supplier model was considered operationally, technically and commercially advantageous, providing:

• Consistent brand management and quality assurance;
• A single point of contact and streamlined contract management;
• Efficient handling of urgent and ad hoc requirements;
• Improved integration across design, print, fulfilment and delivery activities; and
• Enhanced performance monitoring and reporting.

The contract will be awarded for an initial period of three (3) years, with options to extend for up to a further two (2) periods of twelve (12) months.

The estimated annual value of the contract is approximately £57,000 excluding VAT. This estimate is based on historical demand and does not constitute a guarantee of future expenditure. Actual spend may increase or decrease during the contract term.

The Authority considered the need for preliminary market engagement and concluded that it was not required. The print and design market is mature and well established, and the Authority has sufficient knowledge of its requirements based on previous procurement and contract management experience. The requirement is not considered novel or complex, and sufficient market competition is expected.

How to Apply

All expressions of interest must be submitted via the Warwickshire Police In-tend portal:

https://sell2.in-tend.co.uk/blpd/home

Suppliers must register on the portal to access the procurement documents. All clarification questions must be submitted through the correspondence function within In-tend.

Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.

This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023.

The Authority reserves the right to amend the procurement timetable or process where permitted by law, manage conflicts of interest in accordance with its governance procedures, and not to award a contract as a result of this procurement exercise.