The Parish Council are seeking a contractor to resurrect the village magazine Round 'n' About
Contract for Production of the Village Magazine Round ‘n’ About
The Parish Council invites quotations for a Contracted Magazine Production Service to produce the village magazine Round ’n’ About.
1. Introduction
The Council seeks a contractor who can deliver a complete, ready‑to‑print publication for each issue, working independently and supplying their own equipment and software.
This is a service contract, not an employment arrangement.
2. Contract Overview
- Contract type: Fixed‑price service contract
- Initial term: 6 months (covering 3 issues)
- Review: At the end of the initial term to assess cost‑effectiveness and sustainability
- Payment: Per completed issue, on invoice
- Sign‑off: Final approval by the Clerk or designated Councillor before release to printer
3. Scope of Works
The contractor will be responsible for delivering a complete magazine ready for printing. The required tasks include:
3.1 Content Assembly
- Collating articles, notices, reports and updates submitted by community groups, councillors and residents
- Ensuring all content is formatted consistently and appropriately
- Liaising with contributors where clarification or edits are required
3.2 Advertising Management
- Receiving and placing advertisements
- Checking artwork quality and suitability
- Ensuring adverts are placed in accordance with agreed pricing and layout
- Providing the Council with a list of advertisers for invoicing
3.3 Layout & Design
- Producing a full magazine layout using the contractor’s own software
- Maintaining a consistent style and structure across issues
- Ensuring readability, correct pagination and professional presentation
3.4 Proofing
- Conducting initial proofing
- Incorporating Council‑provided corrections
- Submitting a final proof for sign‑off
3.5 Printer Liaison
- Preparing the final print‑ready PDF
- Submitting the approved file to the Council’s chosen printer
- Ensuring deadlines are met
4. Deliverables
For each issue, the contractor must provide:
- A complete print‑ready PDF
- A proof copy for Council approval
- A summary of adverts included
- Confirmation that all content has been sourced and checked
5. Council Responsibilities
The Parish Council will:
- Provide a publication schedule
- Supply any statutory notices or council reports
- Approve the final proof
- Invoice advertisers (unless otherwise agreed)
- Arrange and pay for printing
6. Submission Requirements
Contractors must submit:
- A fixed price per issue
- Examples of previous layout or design work (if available)
- Confirmation of software used
- Confirmation of ability to meet deadlines
- Any proposed enhancements or efficiencies
7. Evaluation Criteria
Quotations will be assessed on:
- Price
- Quality of previous work
- Ability to meet deadlines
- Understanding of the brief
- Professionalism and clarity of submission
8. Timetable
- Tender issued: Thursday 22nd October 2026
- Deadline for submissions: Monday 2nd November 2026
- Decision made: Wednesday 4th November 2026
- Contract start: TBC
9. Contact for Queries
All enquiries should be directed to the Clerk, clerk@suttertonparishcouncil.gov.uk