Decision details

Procurement: External Print Management Service OKD02 22-23

Decision Maker: Assistant Chief Executive

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


In 2012, the Council entered into a 10-year outsourcing contract with Capita Plc to deliver a range of back-office support functions which is known as the ‘Support Services Outsource’ (SSO) contract. The outsourcing contract is due to expire at the end of September 2022.


One service within the Capita contract is print management.


The printing spend across West Sussex County Council has reduced from approximately £450,000 per annum five years ago to approximately £200,000 per annum now. These savings within the print management service budget are the result of a planned digital first approach designed to drive down print costs and support the Council’s sustainability commitments.


However, an ongoing requirement remains for printed materials issued for and on behalf of West Sussex County Council. Printed assets are produced across all directorates to meet various service needs and to reach audiences without digital access. Printed assets are used for a range of statutory and information sharing purposes, including signage, on site posters, printed consultation surveys for residents without online access and translated hand out materials. 


The current print management service operates as a neutral vendor model. It uses an online portal (Solprint XN) where the Council uploads details for print jobs and is then provided with a best value quote based on the criteria specified. The process is overseen for the organisation as a function of the Council’s Graphic Design team which sits within the Communications & Engagement team. The Graphic Design team supports directorates and services to access effective and efficient print options to support corporate aims and achieve best value for money.


The Council intends to continue to procure an external service from October 2022 under the same model, to ensure quality and value for money.




The Assistant Chief Executive has:

1.    approved the commencement of procurement of a new External Print Management Service from October 2022 for an initial term of 5 years at a cost not exceeding £1.20m; with

2.    option to extend for periods up to a further 2 years, allowing for a maximum contract term of 7 years.


Interests and Nature of Interests Declared:


Publication date: 25/04/2022

Date of decision: 25/04/2022

Effective from: 06/05/2022

Accompanying Documents: