Print Strategy - Multifunctional Devices (MFDs), Bulk Print and Hybrid Mail Market Engagement

Four of the Police Forces within the South West region (Devon & Cornwall Police, Wiltshire Police, Gloucestershire Police and Dorset Police) have contracts in place for multi-functional devices (MFDs) which are due to end in September 2027. Avon and Somerset have a separate contract in place for MFDs which is due to end in 2029. For bulk printing, all Forces with the exception of Avon and Somerset use a mix of in-house print rooms and outsourced printing services and Avon and Somerset outsource all of their bulk print requirements under a contract, which is due to end in April 2027. In terms of hybrid mail, Devon and Cornwall have a contract in place for their Road Safety Team. Dorset are in contract mobilisation for a hybrid mail provision for their Central Ticket Unit and Wiltshire will shortly be awarding a contract for hybrid mail for their requirements Forcewide.

The purpose of this Market Engagement Notice is to engage with the market to identify best practice, understand emerging technologies and service innovations, and gain insight into evolving supplier capabilities with regards to printing. This engagement will help ensure that any future contract delivers a cost-effective, secure, and sustainable print and document management solution(s) that maximises operational efficiency and value for money. Feedback received will help to inform the development of the final specification and procurement strategy.

We recognise that not all suppliers will be able to provide the full range of services within the scope of this market engagement exercise. Suppliers that are able to provide only some of the services are still encouraged to participate.

Please confirm your interest to participate in the SWPPS Market Engagement for Print Strategy and receive the Pre Market Engagement Questionnaire, by responding to this notice to michelle.o'mahony@devonandcornwall.pnn.police.uk. The Pre-Market Engagement Questionnaire includes some customer background information and questions relevant to the project. We are open to brief Microsoft Teams clarification meetings upon request if there are specific areas you wish to discuss. A summary of any significant information shared during these meetings may be anonymised and published to all interested parties. The closing date for pre-market engagement questionnaire returns will be midday on 8th October 2026.

SWPPS are committed to ensuring fairness, openness and transparency. This market engagement exercise is being conducted in accordance with the Procurement Act 2023. This notice is issued solely for the purpose of conducting pre-procurement market testing and engagement. Interested parties will not be prejudiced or advantaged by any response or lack thereof to this notice. This notice does not constitute a call for competition to procure any services, supplies or works for SWPPS. SWPPS are not liable for any costs, fees, or expenses incurred by any party in replying to the notice.