- Scope of the procurement
- Lot 1. Standard Print
- Lot 2. Mailing
- Lot 3. Large format, signage and display printing
- Lot 4. Security Printing and Confidential Printing - General
- Lot 5. Branded promotional products, specialist printing and binders
- Lot 6. Creative services design and artwork for print and digital media
- Lot 7. Copywriting and proof-reading
- Lot 8. Photography
- Lot 9. Digital Communications
- Lot 10. Marketing Communications
- Lot 11. Filming and Videography
- Lot 12. Door-to-door Distribution
- Lot 13. Secure Printing – Electoral Services
Section one: Contracting authority
one.1) Name and addresses
Southampton City Council
Civic Centre
Southampton
SO14 7LY
Contact
Kate Tarrant
Kate.tarrant@southampton.gov.uk
Country
United Kingdom
NUTS code
UKJ - South East (England)
Internet address(es)
Main address
https://www.southampton.gov.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://app.panacea-software.com/southampton
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://app.panacea-software.com/southampton
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://app.panacea-software.com/southampton
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
DPS for Design, Print and Related Services
Reference number
SCC-SMS-0104
two.1.2) Main CPV code
- 22000000 - Printed matter and related products
two.1.3) Type of contract
Supplies
two.1.4) Short description
DPS for Design, Print and Related Services
two.1.5) Estimated total value
Value excluding VAT: £700,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Standard Print
Lot No
1
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category includes printing and delivery of materials including posters, leaflets, booklets or brochures, flyers, stationery, NCR forms and high-volume copying, on any of the following: SRA1/B1, SRA2/B2 or SRA3/B3 sheet fed litho presses, web-offset presses, digital presses.
Examples include (but not limited to):
A4 / A5 / 99 x 210mm brochures, leaflets or flyers
A4/A3/A2/A1 posters
Oversize A4 / A5 pocket folders
Forms, NCR pads, headed paper, compliment slips, business cards, envelopes, receipt books
Magazines and newsletters
Documents, council meeting papers and agendas*, reports.
*Where printed materials are subject to statutory timing requiring same-day or 24-hour turnaround, the selection criteria will include the supplier’s proximity to the buying authority and speed of delivery service offered.
Suppliers shall ensure printed products supplied under the Framework meet the mandatory minimum standards set out by the Government buying Standards
www.gov.uk/government/publications/sustainable-procurement-the-gbs-forpaper-and-paper-products
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Mailing
Lot No
2
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers preparing mailings for delivery by Royal Mail and other delivery providers.
Examples include (but not limited to):
Personalisation and mailing – e.g., printing, collating and match-mailing varying documents, personalised letter(s) and printed reply envelopes and stuffing in envelopes. Apply mail-sort order and bag to royal-mail requirements to attract optimal postal discounts, and post using required class using buyer’s royal-mail account.
Hybrid mailing and same-day mailing for including letters, statements, bills, inserts and any other correspondence. Personalise, collage, pack and apply mail-sort order and bag to royal-mail requirements to attract optimal postal discounts, and post using required class, using supplier or buyer’s Royal-Mail account as specified for each requirement.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Large format, signage and display printing
Lot No
3
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers the production of large posters, signage and display boards.
Examples include (but not limited to):
A2 – A0 size 4 colour inkjets onto satin photo paper 170gsm mounted on 3mm – 5mm Foamex board.
Large format display stands.
Signage, lamp-post banners, outdoor advertising and livery
Pop up’/’Pull up’ display stands
Large and small format vinyl print and affixing, including PVC banners printed 4-colour, hemming and eye-letting, for indoor and outdoor use
‘Six-sheet’ (1750mm x 1185mm) and bespoke (3250mm x 1200mm) posters
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Security Printing and Confidential Printing - General
Lot No
4
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers all secure and confidential printing for the Council and its partners and includes:
Examples include (but not limited to):
Parking stationery e.g., parking permits/discs, such as a PCN Rolls, Parking Scratch Cards (including latex one side & overprint black wording on latex and numbering)
Confidential service reports, confidential statement of cases (investigation into staff), Surveyors reports for planning, Democratic – agendas, audits, Cabinet reports
Payslips and P60s (including personalisation, fulfilment and mailing
Cheque printing
Where printed materials are subject to statutory timing requiring same-day or 24hour turnaround, the selection criteria will include the supplier’s proximity to the buying authority and speed of delivery service offered.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Branded promotional products, specialist printing and binders
Lot No
5
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers items such as (but not limited to):
Tote bags
T-shirts
Bespoke pens
Bespoke pencils
Mugs
Sports drinking bottles
USB sticks
Stickers
Binders,
ID Badges
Flexo printing, etc.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Creative services design and artwork for print and digital media
Lot No
6
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category spans from concept designs for large campaigns to creative design and simple artwork following a style guide, and includes illustration, imagery, photo editing, and associated creative services – for print and new media.
Creative concepts should be appropriate for the audience and intended channel, support the campaign’s key messages and for its intended output and must strictly adhere to the buying authority’s corporate identity standards.
All artwork must be produced and submitted using the latest software.
All copyright of design and content created must be signed over to the commissioning authority on commencement of work.
All concepts and final drafts must be provided to the buyer for approval prior to completion.
Examples include (but are not limited to):
Concepts for campaigns, branding and/or individual items
Design for advertising, print and/or digital media
Illustration, image search and image manipulation
Artwork in appropriate format for print, online, social media or digital media
Creation of templates for branded materials, presentations, advertisements or banner pages
Updating previous artwork with new concept.
Editable artwork files and images must be provided together with the final artwork or production files on completion of each order.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Copywriting and proof-reading
Lot No
7
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category will involve copywriting for a diverse range of subject matter normally covered in local authority. The content maybe promotional, factual or technical. It also covers sub-editing and proof-reading services for any briefings, documents, online materials as well as design or artwork produced.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Photography
Lot No
8
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This Lot covers relevant photography projects for any given requirement. This category includes photography, photographic editing and production services for editorial, advertising, technical, promotional or marketing applications.
Suppliers may be subject to a Disclosure and Barring Service (DBS) check before undertaking work with children and young people and will need to abide by the buying authority's consent policy and protocol.
Suppliers will be required to submit photography electronically to the buyer directly onto the Design, Print and Related Services DPS ("DPS Portal") for approval before finalisation.
Suppliers must ensure they adhered to GDPR legislation when taking photographs of individuals or property by using the buying authority's consent form.
Suppliers must request the consent form from the buyer if it is not appended to an order for these services.
All copyright of content created and photographed is to be assigned to the buying authority.
The Supplier must notify the buyer in advance of any chargeable travel expenses and such expenses can only be paid where agreement to do so is confirmed on an approved order sent to the supplier via the DPS Portal.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Digital Communications
Lot No
9
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers the provision of technical services and/or content for all areas of digital communications. Examples include (but not limited to):
E-newsletters and email marketing
Web application and/or web content development and creative input
E-brochures (using Flash/Java/HTML 5 technology)
Social Media marketing including Facebook, Twitter, Instagram, Pinterest
Google ads
Interactive pdfs
Search engine optimisation
Mobile marketing
Page-turn software
Viral Videos
iAd
NB: The Design element of this work is covered in Lot 6.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Marketing Communications
Lot No
10
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
There may be times when the in-house team does not have the capacity to run a complete Marketing campaign or specific areas of specialism. As a result, this Lot is to allow us to commission a company/agency to do this on behalf of an inhouse team. For example, there this may include work for Public Health or campaigns that are focussed on behaviour change. This Lot also allows us to commission a company to run a complete marketing campaign or specific areas of specialism on behalf of the buying authority.
Examples include (but are not limited to):
Strategic communication advice and guidance to help the authority's services to achieve their objectives by communicating the right messages, to the right people, in the right way, and at the right time.
Producing and implementing new communication campaigns using the ‘inhouse’ style and corporate identity.
Implementing existing campaigns
Evaluating marketing and communications activity
Work may include (but is not limited to):
Media buying
Media planning
Setting communication objectives
Identifying key messages
Identifying key audience
Obtaining required resources
Evaluation of activity
Social Marketing
Digital Marketing
Direct Marketing
Public Relations
Copywriting
Proofreading
Business-to-business
Business-to-consumer
Internal communications
Public Consultation
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Filming and Videography
Lot No
11
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This Lot covers relevant filming projects for any given requirement. This category includes filming, videography, drone filming, and film editing and production services for editorial, advertising, technical, promotional or marketing applications.
Suppliers may be subject to a Disclosure and Barring Service (DBS) check before undertaking work with children and young people and will need to abide by the buying authority's consent policy and protocol.
Suppliers will be required to submit this work electronically to the buyer directly onto the Design, Print and Related Services DPS ("DPS Portal") for approval before finalisation.
Suppliers must ensure they adhered to GDPR legislation when filming individuals or property by using the buying authority's consent form.
Suppliers must request the consent form from the buyer if it is not appended to an order for these services. All copyright of content created and filmed is to be assigned to the buying authority.
The Supplier must notify the buyer in advance of any chargeable travel expenses and such expenses can only be paid where agreement to do so is confirmed on an approved order sent to the supplier via the DPS Portal.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Door-to-door Distribution
Lot No
12
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category covers distribution of a residents’ magazine and other brochures or printed materials, to local residents and businesses within a specified area or postcode(s). This category includes the delivery of either unaddressed items or addressed items.
Examples include (but not limited to):
Door-to-door distribution – e.g., 98,000 residential addresses x 1 preprinted magazine
Distribution to specific areas for housing - e.g., a pack containing multiple printed items (letter, brochure, translation sheets)
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Secure Printing – Electoral Services
Lot No
13
two.2.2) Additional CPV code(s)
- 22000000 - Printed matter and related products
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
This category also covers Electoral and Electoral Registration printing in accordance with the Electoral Commissions guidelines and procedures, including postage.
The supplier must have a proven track record of delivery Election and Election Registration print.
Postal packs may have to be produced at printers within a specified distance of the buying authority's offices to facilitate their required Quality Assurance Testing.
The requirements of electoral print include (but are not restricted to):
Postal vote mailings (UK and overseas), including production of outgoing envelope, postal ballot papers, postal vote statement, ballot paper ‘envelope A’, return ‘envelope B’, spares and samples; together with collation and issue of all packs
Polling Station Ballot Papers, including ordinary, tendered, and spares
Large format ballot papers
Election Annual Canvass, including canvass communication letters and canvass forms
The contractor must ensure that all confidential and sensitive material is stored within a secure environment and that as a data processor, the requirements of the GDPR are met.
Additional security requirements, quality assurance (e.g., site visits), timing, specific data protection requirements, and winning supplier selection criteria may be specified by the buying authority for work falling within this Lot.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
16 November 2026
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 48 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Southampton City Council
Southampton
Country
United Kingdom