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Published 13 Mar 2025, 12:05 GMT

Official UK procurement notice

Print Management and Associated Services

Official notice

Authority: General Dental Council (Local council)

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Printed matter and related products (22)Business Services & Consultancy (79) Delivery: UK
Planned pipeline value£2,000,000pipeline notice, not a live tender
Tender notice expected 12 May 2025from the planned procurement notice
Contract term 2 yrs 4 moends 31 Dec 2027 · up to 31 Dec 2029 with extensions · starts 1 Sept 2025

What is being bought

Published requirement description

The General Dental Council (GDC) will be 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)
  • The authority expects to re-tender this requirement around 1 May 2029, 23:59 BST.
  • How the procedure runs: The competitive flexible procedure for this procurement will follow a two-stage process: Stage One: Prequalification Suppliers will be required to complete and submit a Procurement Specific Questionnaire (PSQ) 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 shortlisted from the Conditions of Participation Stage will be invited to submit a full tender in response to our Print Management and Associated Services requirements. Tender submissions will be evaluated in accordance with the evaluation methodology detailed in the tender documents.

CPV: Mailing services · Printed matter and related products · Printing and related services

The lotProcurement structure

single lot · value published
Lot #1Lot GDC-2024-027PlannedRenewal 2 yrs 4 moSMEPublished value£2,000,000
Contract period: 1 Sept 2025 – 31 Dec 2027 (2 yrs 4 mo) · up to 31 Dec 2029 with extensionsValue: £2,000,000 exc. VAT · £2,400,000 inc. VAT
Delivery: UKEligibility: SME eligible
Extensions: 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.Second stage: 3–null candidates invited to tender
22000000 Printed matter and related products79571000 Mailing services79800000 Printing and related services
Pre-qualification & selection criteria (PQQ)1
  • Condition of participation

    The award criteria will be detailed in the procurement documents. The criteria will be a combination of quality criteria and pricing criteria which may include but will not be limited to:

    • Economic and Financial Standing
    • Approach to delivering the services
    • Approach to data processing and information security
    • Implementation plan
    • Contract management
    • Terms and Conditions
    • Pricing
    shortlisting

What it takes to win
i

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 more
Conditions of participation1
  • Condition of participation

    The award criteria will be detailed in the procurement documents. The criteria will be a combination of quality criteria and pricing criteria which may include but will not be limited to:

    • Economic and Financial Standing
    • Approach to delivering the services
    • Approach to data processing and information security
    • Implementation plan
    • Contract management
    • Terms and Conditions
    • Pricing
    shortlisting

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
Past planning notice
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 1 May 2029
First published
13 Mar 2025, 12:05 GMT
Last source update
29 Apr 2025, 15:23 BST
Award evaluation window
Submission end – 18 Aug 2025
Authority reference
GDC-2024-027
FTS notice number
2025/S 000-017693
Latest notice
Planned procurement notice (UK3)
Classification (CPV)
Mailing servicesPrinted matter and related productsPrinting and related services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-04eca2 Find a Tender
How it runs

The competitive flexible procedure for this procurement will follow a two-stage process:

Stage One: Prequalification

Suppliers will be required to complete and submit a Procurement Specific Questionnaire (PSQ) 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 shortlisted from the Conditions of Participation Stage will be invited to submit a full tender in response to our Print Management and Associated Services requirements. Tender submissions will be evaluated in accordance with the evaluation methodology detailed in the tender documents.

How it was run

Official notice
Requests to participate (first stage)
6 Jun 2025, 11:00 BST
Submission deadline
6 Jun 2025, 11:00 BST
Clarification deadline
22 May 2025, 11:00 BST
Electronic submission
Allowed
Accepted languages
en

Timeline

13 Mar 2025 → 1 Sept 2025 · 8 dates
  1. Planning notice published
    13 Mar 2025, 12:05 GMT
  2. Market engagement
    27 Mar 2025, 23:59 GMT

    Suppliers interested in participating in this preliminary market engagement should download and complete the Expression of Interest (EOI) Form from the document repository on the Delta e-Sourcing Platform. The first five suppliers to submit a completed EOI form will be invited to a virtual engagement meeting in April, allocated on a first-come, first-served basis. The submission deadline for the EOI form is 11:00 AM on 27 March 2025.

  3. Latest notice published
    29 Apr 2025, 15:23 BST
  4. Tender notice expected
    12 May 2025, 23:59 BST
  5. Clarification questions by
    22 May 2025, 11:00 BST
  6. Submission deadline
    6 Jun 2025, 11:00 BST
  7. Award decision expected by
    18 Aug 2025, 23:59 BST
  8. Contract starts
    1 Sept 2025, 00:00 BST

Notice history

3 events · 2 releases on Find a Tender · since 13 Mar 2025
  1. Preliminary market engagement notice published
    13 Mar 2025, 12:05 GMT
    UK2
  2. Planned procurement notice published
    29 Apr 2025, 15:23 BST
    UK3
  3. Procurement method changed
    29 Apr 2025, 15:23 BST

Commercial outcome & contract awards

Pipeline notice
Awards (0)
No award published
Contracts (0)
No contract published
Bid statistics
No aggregate bid statistics published

Contracting authority & participating public bodies

General Dental Council

Contracting authorityPublic authority - sub-central government GB-PPON: PNVG-6917-QHLP 37 Wimpole Street, London, London, W1G 8DQContact name, email, phone

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure