Supply of Multi-functional Device Printers & Hybrid Mail Services

The purpose of this tender is to procure a managed print service consisting of multi-functional device (MFD) printers that seeks to enhance the efficiency and effectiveness of the Vale of Glamorgan council’s printing, scanning, copying, and faxing operations at its key office and satellite sites.

The Vale of Glamorgan Council is a unitary in Southeast Wales that provides services for over 130,000 residents. Since 2013, the authority has consistently been the top performing local authority in Wales. As a County Council, we provide a wide variety of multitude of services, ranging from education to environmental protection, council tax, business rates, housing benefit housing and birth registration, to planning and highways maintenance.

The procurement of an effectively managed print and scanning service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment.

The purpose of this tender is to procure a hybrid mail solution that enables a safe, secure and cost -efficient method of handling the Vale of Glamorgan Council’s outbound mail requirements. The preferred supplier should be able to offer an online solution for the following high-level requirements:

Production of Hybrid Mail, including the printing, packing and dispatch of daily letters which could include variable or fixed data inserts.

The printing and sending of simple single letters, ranging from one-off ad-hoc letters to mail-merge generated letter campaigns.

Solution needs to be suitable for sending a variety of mail types – from a single letter to bulk mail-merge activity generated from Council systems e.g. Housing Rents, Electoral Registration.

A managed hybrid mail service for council departments with complex requirements such as Housing, Council tax and Benefits, to include document matching of daily letters and end of year billing.

Production of mail includes all documents generated from our Council Tax, NNDR (Business Rates) and Housing Benefits systems, including our annual billing runs. Letters are required to be matched to individual customer accounts for the purpose of reducing the amount of individual letters sent to customers.

The procurement of an effectively hybrid mail service is key to ensuring that the council can perform its key administrative functions efficiently and effectively, whilst at the same time ensuring it can enhance its digital service provision and reduce its impact on the environment.