DESIGN AND PRINT
A practical guide to understanding what the buyer really wants and how to build a winning response.
Think about the Council's priorities
When you look at a contract like this, it's tempting to focus on just the mechanics of design and print.
But if I were evaluating bids, I'd want to know about more than just your ability to produce a good brochure or a crisp leaflet.
The London Borough of Waltham Forest is looking for a partner.
A partner who can help them achieve cost efficiency and manage their brand consistently across all communications.
This contract is about facilitating a channel shift to cheaper communication methods while maintaining quality.
Pay attention to what they say
The Council is clear about a few things.
They want to access the best print prices available in a competitive marketplace.
And they want to reduce overall spend.
Those are your watchwords.
Your proposal should show how you keep costs low while maintaining quality.
It's not just about promising cost savings. It's about demonstrating how you'll achieve them.
Don't underestimate the two-lot structure
The contract is divided into two lots, and understanding this structure is crucial.
Lot 1 covers design and print, including art working, design, concept work and print services.
Lot 2 is all about reprographics, which involves short turnaround delivery for print documents.
If I were writing this tender, I'd focus on how my processes can handle both these needs seamlessly.
It's not just about quick delivery in Lot 2 but also about reliability and consistency.
Consistency is key
One of the main themes in this tender is consistency across all communications.
The Council wants to manage its brand effectively.
So, when you're writing your submission, think about how you ensure consistent quality across all outputs.
Do you have a quality assurance process?
How do you manage variations in design style?
These are the things that will set you apart.
Show your understanding of the Council's needs
Every bidder can promise excellent service.
But what I'd be looking for is evidence that you understand the Council's unique needs.
They're managing communications across directorates.
They're working with a corporate communications team and officers who self-serve.
Your proposal should reflect an understanding of this dynamic and show how you fit into that structure.
Evidence always beats promises
One thing I noticed when I worked in the public sector was that almost every bidder claimed to deliver a cost-effective service.
Very few proved it.
If you have evidence, use it.
- Case studies of past projects
- Testimonials from previous clients
- Data on cost savings you've achieved for others
These are compelling.
Make life easier for the Council
This contract isn't just about delivering a service.
It's about making life easier for the people who use it.
How do you streamline processes?
What systems do you have in place to ensure smooth communication and workflow?
The easier you make it for the Council's team, the more attractive your bid will be.
Think about the whole term
The contract runs from 1 February 2027 to 31 January 2030, with a possible extension to 31 March 2031.
That's a long time to maintain standards.
I'd want to know how you plan to keep up quality and service levels over the whole term.
Do you have a plan for staff training and development?
How do you manage staff turnover?
These are the details that matter.
Avoid submissions that:
- Ignore the two-lot structure
- Fail to demonstrate cost savings
- Overlook the need for quick turnaround in Lot 2
- Lack evidence of past success
- Don’t address brand consistency
- Ignore the Council's channel shift priorities
- Lack a plan for maintaining long-term standards
My Final Thoughts
The London Borough of Waltham Forest isn't just looking for a design and print service.
They're looking for a partner who can help them manage their brand, reduce costs and streamline processes.
With a contract value of £1,131,309 over three years (extendable by an additional 14 months), it's a significant opportunity.
Quality and cost efficiency are crucial here.
With a focus on these areas, your written submission can make a strong impact.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.