Print Procurement services

Tender description

1. About Phoenix Community Housing Phoenix Community Housing is a not-for-profit, resident-led housing association based in south London. We own and manage more than 6,300 homes in the Lewisham wards of Bellingham, Whitefoot and Downham, and are now starting to build our first new homes. 2. About our print and mailing activities We send regular print mailings and correspondence to our residents and other stakeholders. While increasingly we look to send correspondence and documentation to residents by email or electronic methods, we recognise that many of our residents prefer to receive print information or are not online and that there are certain documents that we are required to provide hard copies of. Dependent on the quantity of recipients, these mailings may be processed internally by our staff or using our online mail portal. For larger mailings or creative campaigns, which include artworking or more complex print jobs, we use external mailing houses. We are now looking to procure an integrated print and mailing house supplier. 3. Scope The new supplier will deliver: - creative design, data processing, print, fulfilment and mailing services (and creative design work as appropriate) for specified, regular resident communications and correspondence and, - print and mailing house services for ad-hoc resident mailings. Both elements of the scope incorporate marketing and service-related communications. Specified and regular resident communications an...) We expect that: - All materials and jobs will include some recipients who require materials in a large print accessible format - this should be anticipated and designed into the process - All jobs will include a 2 stage amend process - The supplier will have experience of integrating with Dynamics 365 and SharePoint and/or be able to propose solutions that update the Dynamics 365 timeline with a record of mailings to individuals and save documents to the relevant SharePoint locations. - Supplier to have the potential to integrate a print queue to third party function. i.e. being able to automatically send letters to residents via the supplier or propose a solution to this. - All printed materials are produced sustainably, using vegetable ink and recyclable / FSC certified paper stocks. Any enclosures are paper-based or made from compostable film. - Any supplier is GDPR compliant and can evidence this. The lot does not include: - Print works that do not include a mailing element or any personal data (e.g. names and addresses) - for example, print of publications or leaflets for general distribution that will not be posted or include personal information (e.g. vinyl banners, posters, large format materials and handbooks/corporate publications) - General creative design work (e.g. marketing and campaign materials, artworking for corporate publications and the annual report project) Responses to the brief will be evaluated on the basis of quality and cost.