Scope
Description
The General Dental Council (GDC) is going out to tender, to appoint a supplier for the provision of Print Management and Associated Services.
The GDC is responsible for regulating dental professionals in the UK, ensuring that only qualified individuals can legally practise dentistry. As part of our statutory function, we maintain registers of over 44,500 dentists and 76,000 Dental Care Professionals (DCPs) and maintain a list of specialists also on the register, known as Specialist Lists, ensuring they remain complaint with regulatory requirements, including the annual renewal of their registration through the Annual Retention Fee (ARF) process. Registrants receive multiple notifications before, during and after renewals. This includes formal notices, reminders, and compliance related correspondence. While the GDC uses a range of digital communication channels such as email, SMS, and eGDC (our web-based system where registrants can maintain their registration details and pay their ARF by credit or debit card), it is a legal obligation for the GDC to send certain communications via physical mail. This ensures that registrants are properly notified of their obligations, especially in cases where digital communication may be unread, or insufficient for legal purposes.
To support this statutory function, we require a reliable print management and mail fulfilment partner who is capable of handling high volumes of legally significant and time sensitive correspondence.
The Supplier will undertake the management, proofing and production of personalised mailings using the data provided by the GDC. This includes proofing correspondences, validating the data and sending out the following:
- Annual retention fee notices
- Removal letters
- Indemnity Notice of Erasure letters
- Annual Practising Certificates
- Registrant reminder letters
The Supplier will provide additional services, including:
- A secure method for sharing registrant/mailing data
- A forward on service
- A business reply service
- A process for providing weekly management reports to the GDC (as described in the
Service Level Agreement)
- Ad-hoc registrant mailing
- GDC stationery
- Printing and sending of 'welcome packs' (including Standards of the Dental team book,
registration certificate and register leaflet items
For more information about this opportunity, please visit the Delta eSourcing portal at:
To respond to this opportunity, please click here:
Total value (estimated)
- £2,000,000 excluding VAT
- £2,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 December 2027
- Possible extension to 31 December 2029
- 4 years, 4 months
Description of possible extension:
The initial contract period will be two years and three months. There is provision for the contract to be extended for two additional periods of 12 months each, subject to the contract remaining fit for purpose and the supplier maintaining a good standard of contract performance.
Main procurement category
Services
CPV classifications
- 22000000 - Printed matter and related products
- 79571000 - Mailing services
- 79800000 - Printing and related services
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
20 May 2025, 6:00pm
Submission type
Tenders
Deadline for requests to participate
9 June 2025, 11:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 August 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Delivery Approach | Long criteria description |
Quality | 50% |
| Pricing | Long criteria description |
Price | 30% |
| Contract Management | Long criteria description |
Quality | 10% |
| Terms and Conditions | Long criteria description |
Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The competitive flexible procedure will follow a two-stage process:
Stage One: Prequalification
Suppliers will be required to complete and submit a Selection Questionnaire(SQ) as part of the Prequalification Stage. This stage is designed to assess each supplier's suitability to deliver the contract. Suppliers must successfully pass this stage to proceed further in the procurement process. No tender submissions are required at this stage; however, all procurement documents, including the Statement of Requirement and evaluation criteria, will be made available to suppliers at the outset. Suppliers who do not meet the participation requirements will be notified in writing of the outcome and will not progress to the next stage.
Stage Two: Invitation to Tender
Suppliers that are shortlisted from the prequalification stage will be invited to submit a full tender in response to our requirements. Tender submissions will be evaluated in accordance with the evaluation methodology detailed in the tender documents.
Contracting authority
General Dental Council
- Public Procurement Organisation Number: PNVG-6917-QHLP
37 Wimpole St
London
W1G 8DQ
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government