Official UK procurement notice
Print and Design Services
Authority: The Police and Crime Commissioner for Warwickshire (Police & fire)
What is being bought
Published requirement descriptionThe Police and Crime Commissioner for Warwickshire invites tenders for the provision of external print and design services to Warwickshire Police.
The appointed supplier will provide a managed print and design service supporting operational policing, corporate communications, community engagement, recruitment, training, crime prevention and public awareness campaigns.
The service will be available Monday to Friday throughout the year (excluding public holidays) and must be capable of responding to urgent requirements where necessary.
The scope of the contract includes, but is not limited to:
- Account management;
- Design consultancy and graphic design services;
- Artwork preparation, typesetting, proofing and pre-production services;
- Digital and lithographic printing;
- Finishing services, including binding, laminating, folding and trimming;
- Production of accessible print formats;
- Supply of printed materials, including leaflets, brochures, posters, banners, signage and large-format products;
- Production of operational and administrative forms, including NCR/carbonless forms;
- Supply of branded and promotional merchandise; and
- Packaging, fulfilment and delivery services.
The Authority seeks a supplier that can deliver high-quality services, value for money, responsive customer support, sustainable solutions, robust information security and continuous improvement throughout the contract term.
The requirement will be procured as a single contract and has not been divided into lots.
The Authority considered dividing the requirement into separate lots, including design, print production, large-format printing and branded merchandise. Following assessment, a single supplier model was considered operationally, technically and commercially advantageous, providing:
- Consistent brand management and quality assurance;
- A single point of contact and streamlined contract management;
- Efficient handling of urgent and ad hoc requirements;
- Improved integration across design, print, fulfilment and delivery activities; and
- Enhanced performance monitoring and reporting.
The contract will be awarded for an initial period of three (3) years, with options to extend for up to a further two (2) periods of twelve (12) months.
The estimated annual value of the contract is approximately £57,000 excluding VAT. This estimate is based on historical demand and does not constitute a guarantee of future expenditure. Actual spend may increase or decrease during the contract term.
The Authority considered the need for preliminary market engagement and concluded that it was not required. The print and design market is mature and well established, and the Authority has sufficient knowledge of its requirements based on previous procurement and contract management experience. The requirement is not considered novel or complex, and sufficient market competition is expected.
How to Apply
All expressions of interest must be submitted via the Warwickshire Police In-tend portal:
sell2.in-tend.co.uk/blpd/home ↗
Suppliers must register on the portal to access the procurement documents. All clarification questions must be submitted through the correspondence function within In-tend.
Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.
This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023.
The Authority reserves the right to amend the procurement timetable or process where permitted by law, manage conflicts of interest in accordance with its governance procedures, and not to award a contract as a result of this procurement exercise.
- The authority expects to re-tender this requirement around 29 Jul 2031, 23:59 BST.
- How the procedure runs: We are following a competitive flexible procedure comprising of the following stages: • Stage 1 – Participation & Tender • Stage 2 – Meeting with Shortlisted Suppliers & Best and Final Offer (BAFO) • Stage 3 – Contract Award Stage 1 - Your response shall include: • Supplier Information via the Central Digital Platform • Completed Procurement Specific Questionnaire • Responses to Technical Questions & Signed Declarations (Supplier Response Document) • The Completed Pricing Schedule • The Completed Supplier Assurance Questionnaire • Details of Subcontractors, Connected & Associated Persons A maximum of 3 Bidders with the highest Stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to Stage 2 where a supplier does not meet minimum quality score requirements. The purpose of Stage 2 is to explore shortlisted bidders’ proposals in more detail, see active demonstration of the systems, seek clarifications, and allow bidders to present their ideas and seek clarification from the Force. Stage 2 - No written submission required. Shortlisted suppliers will be asked to attend a meeting which shall be scored. Suppliers will then be asked to re submit pricing.
CPV: Advertising material · Graphic design services · Printing and delivery services · Printing and distribution services · Printing and related services · Printing services · Services related to printing · Specialty design services
The lotProcurement structure
single lot · value publishedWhat it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
- Conditions of Participation and Assurance: Conditions of Participation will be assessed on a pass / fail basis as per the Procurement Specific Questionnaire and will consider the Supplier’s legal and financial capacity and technical ability to perform the contract. This stage will also include an assessment of information provided in the Supplier Assurance Questionnaire on a Pass/Fail basis. The Evaluation Panel will assess the supplier information provided via the Central Digital Platform for completeness and compliance with what is required under the Act and Regulations. This will include a review of Basic Supplier Information, Exclusion Grounds, some Economic and Financial Standing information (e.g. as set out in the supplier’s most recent financial accounts), and details of connected persons and beneficial ownership.
- Stage 1 Technical Questions and Social Value: % Stage 1 Weighting 60% Stage 1 Max marks 85 Published Range 19%-60% Including Company Capabilities, Case Studies, System and Arrangements for Dealing with Quotation Requests, Systems and Arrangements for Design Requests, Account Management, Production and Delivery Processes, Examples of Products, Value for Money and Social Value. The Social Value element can be submitted via the DICM Pluggin portal, a platform we use that highlights local projects and charities which suppliers can support through donations, volunteering, or other resources. Full details are included in the tender documents.
- Stage 1 Pricing: % Stage 1 Weighting 40% Stage 1 max marks 57 Published range 0%-40% The Pricing evaluation will have the following sub-weightings: Basket of Goods Weighting 51% max marks 29 Design Hourly Rate Weighting 19% max marks 11 Volume Discount Basket Weighting 30% max marks 17
- Stage 2 Tender Quality Score (Stage 1): Stage 2 Weighting 19% Stage 2 max marks 30 Published range 19%-60% The tender quality score from the tender Stage 1 will be pulled forward – whatever % score was achieved at Stage 1 will be applied pro rata at Stage 2.
- Stage 2 Supplier Demo Meetings: % Stage 2 Weighting 41% Stage 2 Max marks 65 Published Range 0%-40% A maximum of 3 Bidders with the highest stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to stage 2 where a supplier does not meet minimum quality score requirements. We would like shortlisted bidders to demonstrate the end-to-end journey from request of a quote, confirmation of an order through production, quality control, delivery, management information reporting and customer support. Evaluation criteria includes Ease of Ordering, Quality and Print Standards, Design Standards, Customer Communication and Support, and Innovation and Continuous Improvement.
- Stage 2 Best and Final Pricing: Stage 2 Weighting 40% Stage 2 max marks 63 Published range 40%-50% Bidders from Stage 2 will be invited to amend and resubmit pricing. Final pricing will be evaluated using the following sub-weightings: Basket of Goods Weighting 51% max marks 32 Design Hourly Rate Weighting 19% max marks 12 Volume Discount Basket Weighting 30% max marks 19
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 29 Jul 2031
- First published
- 11 Aug 2026, 16:14 BST
- Last source update
- 11 Aug 2026, 16:14 BST
- Award evaluation window
- Submission end – 19 Oct 2026
- Authority reference
WPA26-0086- FTS notice number
2026/S 000-076395- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06e1c3Find a Tender- Contract terms summary
Payment terms, the process for submitting invoices and process for dealing with disputed invoices are covered in General Terms included in the tender documents.
- How it runs
We are following a competitive flexible procedure comprising of the following stages:
- Stage 1 – Participation & Tender
- Stage 2 – Meeting with Shortlisted Suppliers & Best and Final Offer (BAFO)
- Stage 3 – Contract Award
Stage 1 - Your response shall include:
- Supplier Information via the Central Digital Platform
- Completed Procurement Specific Questionnaire
- Responses to Technical Questions & Signed Declarations (Supplier Response Document)
- The Completed Pricing Schedule
- The Completed Supplier Assurance Questionnaire
- Details of Subcontractors, Connected & Associated Persons
A maximum of 3 Bidders with the highest Stage 1 scores will be invited to participate in Stage 2. We reserve the right to take less than three bidders through to Stage 2 where a supplier does not meet minimum quality score requirements.
The purpose of Stage 2 is to explore shortlisted bidders’ proposals in more detail, see active demonstration of the systems, seek clarifications, and allow bidders to present their ideas and seek clarification from the Force.
Stage 2 - No written submission required. Shortlisted suppliers will be asked to attend a meeting which shall be scored.
Suppliers will then be asked to re submit pricing.
- Risks
The Authority has identified potential modification grounds in accordance with Schedule 8 of the Procurement Act 2023. Known risks include changes to policing structures, government reform, operational demand, legislative and regulatory requirements, accessibility and sustainability obligations, organisational change, communication requirements, print volumes, service locations and supply chain availability affecting the delivery of the services.
How it was run
Official notice- Submission deadline
- 11 Sept 2026, 12:00 BST
- Clarification deadline
- 7 Sept 2026, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All expressions of interest must be made via the Warwickshire Police In-tend portal hosted on the In-tend Bluelight Hub:
sell2.in-tend.co.uk/blpd/home ↗
Suppliers may view tender details via the ‘Tenders’ section. Access to procurement documents requires supplier registration/login. New suppliers should register via the ‘Portals’ section and select Warwickshire Police.
Any questions relating to this procurement procedure must be made via the Correspondence function on the In-tend portal.
Full details of the procurement process, evaluation methodology, specification and contract conditions are contained within the procurement documents.
Timeline
11 Aug 2026 → 1 Nov 2026 · 5 dates- Tender notice published72 days ago11 Aug 2026, 16:14 BST
- Clarification questions by45 days ago7 Sept 2026, 17:00 BST
- Submission deadline41 days ago11 Sept 2026, 12:00 BST
- Award decision expected by2 days ago19 Oct 2026, 23:59 BST
- Today22 Oct 2026
- Contract startsin 10 days1 Nov 2026
Notice history
1 event · 1 release on Find a Tender- Tender notice published11 Aug 2026, 16:14 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Tender documents will be published on the In-tend Bluelight hub https://sell2.in-tend.co.uk/blpd/home Access to procurement documents requires supplier registration/login. New suppliers should register and then access via the ‘Portals’ section, search for Warwickshire Police and …
Notices published for this procedure
- Tender notice Tender notice on Find a Tender