The Executive Decision meeting of Waltham Forest Council, scheduled for Thursday 23 April 2026, was set to consider a report on the procurement of design and print services. The meeting was not open to the public.

Design and Print Tender

The primary item scheduled for discussion was the procurement of a new design and print contract for the London Borough of Waltham Forest. The report presented to the meeting outlined the purpose of the contract, which is to ensure the council creates professional, cost-efficient, tangible design, marketing, and print materials that uphold the council's brand identity. This service is managed by Corporate Communications and is accessible to all teams across directorates, aiming to provide a streamlined process, brand management, consistent quality, and cost efficiencies.

The report noted that under the proposed contract, providers are not guaranteed any minimum level of work. The current contract is divided into two lots: Lot 1 for design and print services (including artworking, design, concept work, and print services) and Lot 2 for reprographics, which covers print documents requiring short-turnaround delivery, such as legal documents, with an expectation of delivery within two hours.

The report highlighted that demand for print services has reduced over the years, with further reductions anticipated as more information and documents are moved to platforms like SharePoint or the council's website. The key drivers for this contract are to secure efficient and cost-effective services, enabling savings through innovation and alternative working methods, while also accessing the best design and print prices and services available in the market. Given that Waltham Forest Council, as one of the smaller communication teams in London, has no internal design or print staff, the contractors are expected to provide strong client management.

Three options were considered:

• Option 1: Do nothing End service. This option was not recommended as it would lead to a loss of access to a managed design and print service, resulting in disaggregated provision, increased costs for individual directorates, and a risk of inconsistent council branding and quality.
• Option 2: As is – Procurement of open tender contract. This option was recommended. It involves procuring an open tender contract to test the market, aiming to secure the best pricing and quality, measure market competition, and create efficiencies for the council. The disbenefits include potential disruption until a new contract is in place and the time and resources required for the tender process.
• Option 3: Go further – Reduce contract amount or service usage. This option was not recommended. While it could achieve further savings, it would result in a severe reduction in service provision, negatively impacting key areas such as Adult and Children's services, public health, libraries, governance, and law. It could also negatively affect accessibility and Equality, Diversity, and Inclusion (EDI) measures and eliminate the quick turnaround service for urgent deliveries.

The report indicated that the estimated annual contract value is £502,804, with Lot 1 estimated at £401,203 and Lot 2 at £101,601. The estimated contract value for 36 months, including a 10 per cent saving target, is £1,357,571.80. The budget for the contract is not held centrally, with costs paid by services for various campaigns and projects.

The report also detailed financial, legal, equalities, sustainability, and infrastructure implications. It noted that the proposed supplier would need to demonstrate climate action and sustainability, including promoting eco-friendly materials and implementing sustainable procurement processes. The contract scope would include work to eliminate waste, provide environmentally friendly alternatives, and set targets to improve climate performance, contributing to the council's commitment to achieving net zero by 2050. Human Resources would consider any potential TUPE implications.

The report recommended that the Leader of the Council approve the conduct of an open tender process for new design and print services, delegate the decision for contract award to the Corporate Director of Communications and Campaigns, and note the proposal to re-tender for a three-year period with an option to extend for a further year.