Issue details

Procurement: External Print Management Service

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.



Decision type: Key

Decision status: Recommendations Approved

Divisions affected: (All Divisions);

Notice of proposed decision first published: 28/02/2022

Decision due: April 2022 by Assistant Chief Executive

Lead member: Sarah Sturrock, Assistant Chief Executive

Lead director: Sarah Sturrock

Contact: Alix Macfarlane, Interim Head of Communications Email: Tel: 033 022 25967.

Consultation process

Representation can be made via the officer contact.


Cabinet Member for Support Services and Economic Development.

Democratic Services Contact: Suzannah Hill Tel: 033 022 22551


Background papers

  • None