The Print management and associated services state purchase contract is being refreshed.
A request for tender inviting suppliers to apply opened on 16 March 2021. The request for tender will close at 12 pm AEST, Wednesday 21 April 2021.
This contract offers access to print management services, digital publishing, mail house and warehousing solutions.
Lead agency: Department of Treasury and Finance
Conditions of use: Mandatory
Contract reference number: SS-05-2015
Arrangement type: Sole supplier
Start date: 18 December 2015
End date: 30 September 2021
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The key benefits of this contract are:
- access to services, staff, systems and supply chain
- expertise in the print management field
- competitive fees
- pricing model that reflects changing needs and behaviours of buyers
- streamlined online ordering system
- comprehensive reporting capabilities
This contract covers:
- approved print suppliers
- digital publishing
- mail-house services
- an online transaction system
Print management services
Covers the purchase and management of printed products. This includes forms, brochures newsletters, posters, reports, and other products and services.
Examples of types of printed products:
- with compliments slips
- memo pads
- business cards
- appointment cards
- annual reports
- wall charts
- budget papers
- flip charts
- desk calendars
- braille versions of publications
- grant guidelines
- discussion papers
- fact sheets
- application forms
- ad hoc requests such as promotional material
Digital publishing services
The supplier provides these services:
- providing published digital document
- finding the best digital formats to meet your needs
- managing an approved list of specialised digital publishing suppliers
The supplier can provide a warehouse solution to meet your needs.
Mail house and distribution services
The supplier can manage any mailhouse and distribution requirements you need for print products.
There are 3 categories of management fee that apply to a purchase made under the agreement. Apply the relevant management fee from the list below:
Management fee A: payable by all mandated departments and agencies.
Management fee B: payable by all government owned and government supported organisations who use account managers.
Management fee C: payable by all government owned entities and government supported organisations who do not use account managers.
Each department has been given a Finsbury Green account manager.
Finsbury Green Account Managers
How buyers join this contract
Step 1: Expression of Interest
Agencies interested in joining this contract can register their interest by emailing the category manager with the following wording:
Pursuant to clause 3.1(b) of the Print Management and Associated Services SPC, [Entity Name] seek approval from the Lead Department to acquire Goods from the Supplier under the terms and conditions of the Agreement.
Step 2: Eligibility
The category manager will make sure the Agency is eligible to access the contract.
Step 3: Complete a user agreement
Complete a user agreement, which will be provided by the category manager.
Gain lead deparment approval through the category manager.
Tell Finsbury Green access has been granted.
How buyers use this contract
Agencies using this contract must follow the rules of use.
Step 1: Contact Finsbury Green
Contact the Finsbury Green account manager to discuss your requirements.
Step 2: Complete the brief form
The brief form may be on the intranet. If not, email the Finsbury Green account manager.
Provide relevant authorisation information including:
- purchase order
- cost centre
- job number
This helps avoid delays, and means accurate invoicing.
Step 3: Receive quotes
Finsbury Green will review and confirm the job brief. Finsbury Green will find a minimum of 5 quotes who suit your brief.
Finsbury Green will give suppliers 24 hours notice to provide a quote.
Provide product delivery details so the quote covers these costs.
If a brief is complex more time may be required for the quoting process. This will be agreed between the Agency and account manager on a case by case basis.
Once complete, the Finsbury Green account manager will prepare and send the quotes to you by email.
Urgen requests should be avoided as they can limit the number of quotes received. The more suppliers who can respond, the more competitive the process will be.
Step 4: Approve the quote
When the quote is ready for approval, provide Finsbury Green with the authorisation information.
This can be a scan of the signed PDF quote, with the cost centre code and/or purchase order code.
Proper authorisation ensures the job can start. It also makes the payment process seamless.
The account manager will confirm delivery and any other details.
Step 5: Supply artwork
Finsbury Green must receive artwork files in a print ready PDF format. Artwork up to 10MB can be emailed.
The account manager can provide access to Hightail.
Step 6. Approve the artwork
Finsbury Green will send a PDF proof or a hi-resolution digital printed proof.
A mock-up of the job can also be provided if required.
Review the proof and/or mock-up carefully.
Provide approval by signing the back of the proof and/or mock-up to confirm the job is ready for production.
Step 7: Print and delivery of your job
Finsbury Green actions the job and manages the chosen supplier.
Before the job is delivered, the account manager will confirm samples ensuring quality standards.
This may not be possible for urgent requests. In this case, Finsbury Green will send samples at the same time as the job is delivered.
The finished product or service can be delivered across Victoria.
Include delivery details in the brief so that the quote Finsbury Green provides includes any costs for delivery.
Step 8: Invoicing
A few payment options are available:
- Credit/purchase card: This is suitable for low value repetitive orders such as online stationery.
- Summary invoice: This can be made for an agreed period of time (ie weekly, bi-monthly or monthly) to pay for a selected time period.
- Invoice at time of order: An invoice is emailed, and forwarded to accounts payable with approvals.
- Invoice directly to your accounts payable
Step 9: Customer Feedback
Reviewed 16 March 2021