Printed matter and related products

Tender description

The University is seeking tenders from suppliers for the production and delivery of its Undergraduate Prospectus for 2019 in accordance with the specification. There are additional options to extend the contract on an annual basis to provide the printing services for the 2020, 2021 and 2022 UNdergraduate Prospectuses. The University requires a single Contractor to undertake the printing, fulfilment and delivery services due to the time restrictions and importance of the requirement. The Contractor will be required to store print runs and use for fulfilment and further deliveries as required and called-off by the University. The University requires 35 400 copies of the 2019 Under-Graduate prospectus to be provided in 2 runs, as detailed below: — 1st run 19 000 to be delivered by 22.2.2019 at the very latest, — 2nd run 16 400 to be delivered 26.7.2019 at the very latest. The Contractor’s fulfilment service must include the following: — clear and accurate stock monitoring and reporting system to enable accurate forecasting and timely reprinting if necessary. Including emailed weekly reports from the Contractor to nominated University staff, — must be turned around within 48 hours of the Contractor receiving the data (example shown at Figure 1 of 7.3 in the specification) from the University, — the Contractor’s system must be compatible with the University’s current data format (please see Figure 1 included in 7.3 in the specification). This file is generated by the University 3 times a week and posted to a SFTP. Artwork to be adjusted by supplier for any “bottle and creep” to allow for spine and spreads within book. Artwork scheduled must be available by 25.1.2019. Hard copy examples of previous work (prospectuses) undertaken of a similar specification to this job will be required as part of your tender response and, must be submitted within 3 working days of the Tender Return Date. Due to the requirement for the Contractor to provide cover letters and post out to individual addresses, data must be managed securely. The University will provide the Contractor with secure access to its secure portal. The Contractor must be GDPR compliant and provide details of how you will ensure any data resulting from this Contract will be managed securely in your tender response. The KPIs required by the University are as follows: — provision of weekly, or other frequency required by the University, fulfilment reports, — schedule of works adhered to and print run timescales fully met, — invoices issued correctly in line with the requirements detailed in the specification, — the named account manager and any other staff from the supplier or its subcontractors, as required, to attend review meetings with University staff on site at the University of Derby to review operational and contract performance. The contract period is 1 year with options to extend for a further 2 x 12 month periods. This contract will not be divided into lots, as the nature of the requirement is such that it cannot be fragmented. The University has a single requirement for reasons of efficiency and resource implications.