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: 17 December 2019 (1 x 1 year contract option available to extend)
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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 that you can request from time to time
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.
If needed, the supplier can provide you with warehousing 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:
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
DTF encourages users to provide all types of feedback on the performance of Finsbury Green at the end of their engagement.
The survey only takes 5 minutes to complete. Responses are confidential; they are only passed onto the DTF's PMAS SPC Category Manager. Make sure you provide your details to have your survey feedback considered.
Join this contract
Step 1. Expression of Interest
Organisations interested in joining this contract can register their interest by contacting the category manager with this 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 you are eligible to access the contract, which is approved by the lead department.
Step 3. Complete a User Agreement
If a public organisation wants to access this contract they will need to complete a user agreement.
After you get the lead department's approval, tell Finsbury Green that access has been granted.
Using this contract
Anyone using this contract must follow the rules of use.
Step 1. Make contact with Finsbury Green
You or your design agency contacts your Finsbury Green Account Manager to discuss your requirements.
Step 2. Complete the brief form
Complete the brief form you can find on your Department’s intranet and email it to your account manager. If you don't have all the details of your job, your account manager will help you.
Provide all relevant authorisation information. Including:
- purchase order
- cost centre
- job number
This helps avoid delays, and means accurate invoicing.
Step 3. Receive your quote
Finsbury Green will review and confirm your job brief. They will find a minimum of 5 quotes from suppliers who suit your brief.
Finsbury Green will give suppliers 24 hours notice to provide a quote.
If a brief is complex more time may be required for the quoting process. This will be agreed between you and your account manager on a case by case basis.
Once complete, the Finsbury Green account manager will prepare and send the quotes by email to you.
if a job is urgent it can be completed quickly but avoid urgent requests where possible. 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 you agreed to.
This can be a scan of the signed PDF quote, your cost centre code and/or purchase order code.
Proper authorisation ensures the job can start. It also makes the payment process seamless.
Your account manager will contact you to confirm delivery and any other details.
Step 5. Supply your artwork
Finsbury Green can receive your artwork files in a print ready PDF. You can send artwork via email up to 10MB.
Your account manager will be able to give you access details to Hightail.
Step 6. Approve the artwork
Finsbury Green will send you a PDF proof or a hi-resolution digital printed proof
A mock-up of the job can also be provided if it’s needed
Once you approve it, send back the signed proof, along with the mock-up, to confirm the job is ready for production.
Step 7. Print and delivery of your job
Once approved, Finsbury Green actions the job and manages the chosen supplier
Before the job is delivered, your account manager will confirm samples ensuring quality standards. This may not be possible depending on the timeframe. In this case Finsbury Green will send you samples at the same time as the job is delivered
The finished product or service can be delivered across the Victoria, including multiple locations
Please include all delivery details in your brief so that the quote Finsbury Green provides includes any costs for delivery
Step 8. Invoicing
A number of 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 to you, and you send the invoice to your accounts payable email address
- Invoice directly to your accounts payable.
Step 9. Customer Feedback
DTF encourages users to provide all types of feedback on the performance of Finsbury Green at the end of each activity.
All responses are confidential; they will only be provided to DTF's PMAS SPC Category Manager. The survey takes only 5 minutes to complete. Make sure you provide your details to ensure your survey feedback considered.
Department contract managers
Contact your Department or agency contract manager if you have any questions about this contract.
Reviewed 26 May 2019