Background and scope of the contract
Using the system
Quotes and types of projects
How did this contract come about?
In 2007, the Service Delivery and Performance Commission recommended that a whole-of-Government Print Management Unit (PMU) be established to provide a coordinated and centralised approach to print management. A Print Management Unit was set up within the Queensland Government Chief Procurement Office to manage this process.
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What are the benefits of this contract?
It centralises print buying for the Queensland Government and offers considerable cost savings through the Print Management Solution’s 'best price of the day'.
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Who are the suppliers for the contract?
The suppliers are printers and associated workplaces who have been accredited by Ergo. They include most of the incumbent suppliers currently used by client agencies. All suppliers are Queensland based manufacturers. Suppliers have been categorised according to the types of products that they normally produce.
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Can I use the Print Management System?
The range of printed products includes, but is not limited to:
- forms
- brochures
- flyers
- cards
- stationery, including letterheads, with compliments slips and envelopes
- business cards
- certificates
- posters
- dividers
- books
- training manuals
- reports
- maps
- folders
- labels and stickers
- multi-part stitched books
- banners.
Out of scope:
- reserved services (provided by Goprint).
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Will I be trained in the use of the system?
Ergo will train agency staff and provide ongoing support and assistance to print coordinators.
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What if I have an issue with service or supply under the contract?
All suppliers will have their performance reviewed on an ongoing basis. Those that do not perform satisfactorily may have their accreditation revoked. If you are not happy with the service provided, please contact the PMS in the first instance.
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I currently deal with a number of printers who have given good service to our agency. Can I still use them?
In most cases, incumbent printers used by an agency will be the first to be accredited by the contractor. Those that do not pass the initial accreditation process will be encouraged to become accredited suppliers in the future.
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How long will a quote take?
When requesting a quote, make sure you’re giving the PMU and suppliers sufficient notice. Normal timeframes for suppliers to provide quotations are:
- print estimate (standard)—a minimum of 24 hours
- print estimate (complex)—a minimum of 48 hours
- print estimate (minor revision to standard)—24 hours or less
- urgent project—as negotiated by the buyer with the PMS.
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What is a standard project?
Standard projects include:
- letterhead
- book
- brochure
- folder
- combination of the above.
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What is a complex project?
Complex projects may have:
- more than 6 components
- a significant range of embellishments such as die-cutting, foiling and embossing
- a run length that is extremely high (to allow time for the supplier to obtain indented paper pricing)
- any unusual requirements that need a prototype to be made before quoting.
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The design of our printed products is handled by a private design agency who normally arranges the printing of the documents. Will we still be able to use them?
Yes. Agencies that normally use external design houses will still be able to have the design component of their project produced. However, the print component of the project will still fall under the scope of the arrangement. The agency will have two options: either requesting the quote themselves or allowing their designer to request a quote on their behalf through the system.
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My agency produces a number of urgent projects. Does the contract apply to these?
Yes. The Print Management Solution can work on urgent projects.
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We manage projects that have a large number of individual components and a state-wide distribution. Will the contract cover this?
Yes. Suppliers with the capability to handle complex projects have been accredited by the contractor. These suppliers will also manage the distribution of the project.
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From time to time, we require secure documents to be printed. How do we manage this?
The PMS has a number of printers certified to produce secure work. These suppliers have passed the normal accreditation process and have been audited as being suitable to handle secure documents.
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We regularly produce a few copies of reports on our laser copier for internal distribution. Can we still do this?
You can still produce a small number of documents in-house for internal use. Alternatively, Ergo can direct you to one of a range of accredited suppliers who specialise in this type of work.
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More information
For more information contact us on (07) 3227 7164 or pmu@qgcpo.qld.gov.au.