Procurement - publishing, print, design and associated services: buyer's guide

Supplementary information

Framework documentation

The framework terms and conditions and schedule information are all available for download on the Knowledge Hub.

Framework public bodies are reminded that schedule 2 (price) contains commercially sensitive information which must not be disclosed to any party out with your organisation without prior approval from Scottish Procurement.

Key objectives of the framework agreement

 The key objectives of this framework agreement are to:

• provide efficient, timely and accessible engagement with external audiences
• consistently deliver a 24/7 service to agreed quality standards
• deliver a value for money service
• meet a wide range of customer requirements with sensitivity and in a secure, open and honest manner
• support/adapt to and help promote changing ministerial policy for example Corporate Social Responsibility and Sustainability
• promote and advance e-delivery of accessible published content
• deliver continuous improvement throughout the term of the framework agreement
• provide a flexible service in response to the changing requirements of the framework public body

APS Group (Scotland) Ltd will provide an account managed customer centric service in which framework public bodies can choose from the range of services provided or avail themselves of the fully managed service. The scope of services covered under the framework are listed below, but not limited to:

• a full and accessible publishing (including digital requirements where appropriate) service for all published online and print content    
• design services - all published content (including online and print resources) should be designed on a “fit for purpose” basis
• technological developments for all published content, including automated templates for standard publications
• artwork, formatting and setting
• proofing and pre-press services
• cartography
• photography
• illustrations
• copywriting and editorial services
• graphs and charts services
• infographics
• alternative formats services (including Braille and easy-read)
• accurate and consistent brand management and application (in relation to the services within this Framework) and a requirement for the policing of this activity – including British Sign Language)
• translation and associated typesetting services (for the purposes of accessing the services within this Framework
• maintenance of the digital asset management system    
• print management and production, including direct mail collateral
• web to print service
• secure print service
• binding and finishing
• fulfilment and distribution services
• stationery – items including but not limited to compliment slips, business cards, customised correspondence, branded envelopes
• forms – design (including Smartforms), production, storage and distribution
• web conversion and publishing - all HTML documents should authored in accordance with the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018. To comply with these regulations all digital interfaces must comply with level A and AA success criteria of the W3C Web Content Accessibility Guidelines version 2.2.  They should be well formed, semantic, World Wide Web Consortium (W3C) validated and have a document type declared 
• in respect of storage and storage management, the Contractor will be expected to manage the inventory effectively and act as a strategic partner in the best interests of the Authority and Framework Public Bodies
• subscriptions and standing orders – for all published content
• reprographics services
• promotional and display items
• any ad hoc requirements within the scope of the Framework (such as voice overs, different languages/localisation, live interpretation) as agreed between the Framework Public Body and the contractor
• further details of services are detailed in Parts 1 to 5 of the Specification (Schedule 1)

Framework sustainable benefits

As part of the framework agreement, APS Group (Scotland) Ltd have committed to the following environmental, social and fair work benefits

• savings will be calculated and reported on a quarterly basis. Award follows a comprehensive tender exercise, under EU public procurement regulations, and provides an easy route to market for framework public bodies.
• the fully managed service provides an opportunity to have a co-ordinated approach throughout projects
• consistent approach to publications across all public sector organisations
• the user intelligence group (UIG) forum provides an opportunity to learn and liaise with other partners and share best practice
• living wage accreditation
• modern apprenticeship scheme
• work experience (seasonal intake of four secondary school pupils on a one- or two-week placement)
• an undergraduate programme (two students given summer positions)
• internal and external training, for example, software packages, management courses, health and safety, first aid, compliance with legislation (GDPR) etc
• encouragement of workforce in the attainment of professional / academic qualification
• working with supported businesses and charities
• work with supply chains / SMEs

Community Benefits targets have been built into the framework and APS have also committed to these as follows: