Onward Group Limited - Print Management Services

Tender description

The scope of the Contract is the provision of Print Management Services, including: •Total print management and production •Mailing, fulfilment, postage and distribution Services •Digital communication solutions that complement print Services •Document composition, formatting, proofing and quality assurance •Document scanning, indexing and management •Physical and digital document storage •Secure data transfer, processing and audit trails •Training, support and account management •Management information, reporting and evidence of delivery •Continuous improvement, innovation and Service optimisation •Document re-design Typical documents included in the scope includes: •Appointment letters •Rent review letters •Budget and year-end accounts •Rent arrears letters •Legal notices •Inspection reports •Tenancy-related letters •Corporate documents •Customer newsletters The successful supplier must be able to: •Accept, validate and process files through agreed secure channels •Support standardised file formats and advise on best practice for document preparation •Identify and manage formatting issues before print or despatch •Ensure address details are present, correctly formatted and suitable for envelope window placement •Apply agreed postage classes and mailing preferences consistently •Provide clear proofing, approval and recall arrangements before production or despatch •Maintain robust quality assurance checks at each stage of the process •Provide Service continuity, resilience and prompt incident management •Offer a self-Service portal or equivalent access to records, job status, reporting and audit information •Work collaboratively with Onward to develop digital alternatives while maintaining paper options for residents who need them The main objectives of this Contract are to: •Improve productivity, workflow and operational control •Increase digital print and digital communication capability •Achieve value for money and reduce avoidable cost •Strengthen information governance, data security and auditability •Optimise efficiency through automation and standardised processes •Reduce environmental impact, waste and unnecessary print volumes •Support compliance with relevant legal, regulatory and organisational requirements •Improved customer engagement •Print optimisation - operational and commercial •Align document production and communication capabilities with Onward’s current and future business needs Full details of the Services required are contained in the Statement of Requirements as set out in Appendix 1 of the ITT document The Contract is expected to commence in April 2027. The Contract will last for an initial period of 3 years, with an option to extend at Onward’s discretion for 1 year, plus 1 further year, giving a total potential maximum period of 5 years. The estimated budget is £550,000 per annum for a maximum period of 5 years, excluding annual price indexation. Onward expects print costs to decrease during the Contract period, and for print volumes to increase as the organisation grows. This procurement is being administered on behalf of Onward Homes by Clarity Procurement Solutions Limited. For more information about this opportunity, please visit the eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-Manchester:-Printing-and-related-services./8U626A4A2F To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/8U626A4A2F