ADHS020 - Continued Communications and Engagement Printing Costs 2025-26

1.1 OPDC’s Communications and Engagement team is requesting an increase in
printing-related expenditures for up to £5,000 for the purpose of producing
marketing materials and external communications documents throughout the 
course of 2025-26. This will bring the cumulative total for 2025-26 to £35,000.
This authority encompasses, but is not limited to, the following:

• Exhibitions boards, print outs, flyers, and leaflets to promote engagement for Wesley playing fields and Project X 
• Any other printed materials required for external communication with clients, partners, or the general public including material needed for consultations.

1.2 OPDC produces and prepares engaging materials and makes these available
in a variety of formats to include, inform and involve the local community, in line 
with our Community Engagement Strategy and Equity, Diversity and Inclusion 
Strategy and action plan.

2.1 In the last couple of months of the 2025-26 financial year, OPDC has 
organised a programme of key community, stakeholder and industry 
engagements, consultations and events. This includes site visits, large scale 
industry conferences, community events and extensive public engagement 
including around the Old Oak illustrative masterplan and framework, public 
realm projects, small grants programme and other engagement activities that 
occur during 2025-26.

2.2 Additional expenditure of up to £5,000 is requested to pay a number of printers 
including Friars Print and the Document Centre, who will print content provided 
by the OPDC Communications and Engagement, Delivery and Planning
teams. They will follow OPDC’s brand guidelines to ensure that the materials 
meet our print specifications. We will also use other specialised printers where 
necessary but will ensure that they are competitive and provide value for 
money.

2.3 Friars Print and The Document Centre are trusted suppliers we have used in
the past and have consistently delivered a high-quality service often within
very short timeframes, demonstrating good value for money against other 
comparable companies. OPDC will ensure the procurement of printers will be 
completed in line with the standard procurement practices to ensure best 
value for money.

3.1 This proposal will take the cumulative spend from £10,000 (authorised in DAR 
10 and ADHS 12 £20,000) to up to £35,000. This is required to cover the 
remainder of the financial year, ensuring that the Communications and 
Engagement team can respond to ongoing printing needs across the business 
for various large-scale consultation and engagement events. 

3.2 The increased budget will enable OPDC to produce essential printed materials 
for a number of programmes, projects and events, including: 

• Materials needed for Project X and Wesley playing fields engagement i.e. boards, printed materials and leaflets to inform the community of events that are taking place. 
• Communications materials that may be required for the launch of the developer procurement 
• For each of the above this will cover leaflets, consultation materials such as exhibition boards, feedback forms and signage. 
• This may also include printing of any strategies that are needed for events such as MIPIM.

4.1 The printing of communications and engagement materials fits within our strategic 
aims particularly. 
o Collaboration - maximising opportunities for all residents to have their 
say in ongoing consultation and engagement projects.
o Inclusivity – ensuring that those who are unable to attend events we 
hold and those who may not have access to the internet are not 
excluded from having their say.
o Integrity - ensuring that our messages reach all those who may be 
interested and that we keep residents up to date with our latest news 
and events in a transparent and informative way.

• This links with OPDC’s Pillars by: 

o Delivery – allowing residents to have their say in the changes that are 
ongoing in the area. 
o Community – a place for everyone, reflecting local needs and 
aspirations and communicating the changes that are happening in the 
area.

5.1 The Senior Responsible Officers for the procurement and delivery of printing 
will be the Director of Communications, Engagement and Strategy, the 
Communications and External Relations Manager and the Senior Engagement 
Officer will provide day-to-day support and quality control on the documents, 
ensuring that deadlines are met.

7.1 Under Section 149 of the Equality Act 2010, as a public authority, OPDC must 
have ‘due regard’ to the need to eliminate unlawful discrimination, harassment
and victimisation as well as to the need to advance equality of opportunity and 
foster good relations between people who share a protected characteristic and
those who do not.

7.2 The protected characteristics and groups are: age, disability, gender 
reassignment, pregnancy and maternity, race, gender, religion or belief, sexual 
orientation and marriage/ civil partnership status. Fulfilling this duty involves 
having due regard to: the need to remove or minimise any disadvantage suffered 
by those who share a protected characteristic or one that is connected to that 
characteristic; taking steps to meet the different needs of such people; and 
encouraging them to participate in public life or in any other activity where their 
participation is disproportionately low. Compliance with the Equality Act may 
involve treating people with a protected characteristic more favourably than those 
without the characteristic. The duty must be exercised with an open mind and at 
the time a Decision is taken in the exercise of the OPDC’s functions.

7.3 OPDC also has a duty to run fair and open tenders where established contracts 
are not in place. We use a variety of printers that are already on the TfL system and 
use the most appropriate at the time of the printing need.

7.4 Printing copies of posters, flyers, strategies and documents will enable those who 
are digitally excluded to have a fair opportunity to be made aware of the OPDC’s
consultations and events. All printing will align with the GLA’s accessibility 
guidelines.

8.1 Community Engagement – meaningful and participative long-term engagement to 
inform, involve and empower the communities and businesses we serve. This will 
allow communities to participate in our ongoing work in the area.

9.1 There are no other considerations that need to be considered in the taking of this 
decision.

10.1 No one involved in the preparation or clearance of the form has any conflicts of 
interest.

11.1 The financial implications have been appropriately assessed and are 
accommodated within the approved budget for financial year 25/26.