There are tailored production and distribution services to help government organisations meet the required standards for Command and House Papers.
For papers laid by the end of July 2021, services are provided through Lot 1 of the Managed Print and Digital Solutions Framework RM3785 (framework), let to The APS Group.
For papers laid after July 2021, services are provided through Lot 1 of the Print Management Services Framework RM6170, let to HH Global.
Both frameworks are managed on behalf of government by the Crown Commercial Service (CCS). Any queries regarding the frameworks should be sent to the CCS at email@example.com.
When to use which Lot 1 supplier?
All Command and House of Commons Papers must include publication furniture and an ISBN from the relevant Lot 1 supplier based on a paper’s laying date. This supplier will also provide Parliament with print copies for MPs and Peers.
These points apply regardless of what other suppliers or services might be used and are also an option for unnumbered parliamentary papers. Contact the relevant Lot 1 supplier in good time to mitigate risk.
For papers laid after July 2021: contact HH Global if contacts have been advised, otherwise contact firstname.lastname@example.org.
Parliamentary format requirements
If you are producing a paper always check Parliament’s format requirements with the relevant parliamentary clerk’s team, which may be in a parent department.
Parliament currently requires papers to be laid as print-ready PDFs, emailed from the appropriate parliamentary clerk’s team. The Vote Office must be copied into the House of Commons laying emails. PDF laying does not, however, preclude Parliament’s need for print copies.
MPs and Peers
For papers to be laid in PDF, also plan for MPs and Peers to have print copies immediately after laying. Copies for Members are not laying copies but must be the same version as the laid PDF. To facilitate these copies ensure the relevant Lot 1 supplier (based on a paper’s laying date) has either:
- A copy of the final approved PDF to be laid, as required by the supplier to print and deliver copies to Parliament; or
- Print copies produced from the final approved PDF to be laid, as required by the supplier, for the supplier to deliver to Parliament.
An exception are annual reports and accounts from non-ministerial departments, agencies and other public bodies listed here. For these papers Parliament does not need print copies for Members. Instead, it is enough to ensure that the Vote Office is copied into the House of Commons laying email.
If MPs and Peers copies are printed by the relevant Lot 1 supplier (by laying date) these copies are billed directly to Parliament.
20pt Arial versions
In addition to the standard copies, Parliament may also require a large print 20pt Arial version, in either print or print-ready PDF at be available at laying. It is recommended that a 20pt Arial version is initially planned for and then confirmed by the relevant parliamentary clerk. If a 20pt Arial version is likely, conversion might be easier if the final file of the standard version is in Word with few infographics. Tables do not need to be enlarged.
Lot 1 supplier services
Tailored services available from the APS Group for papers laid by July 2021 and from HH Global for papers laid after 31 July 2021:
- Expert advice about papers’ production and distribution specifications and processes
- Provision of quotations and timelines
- Provision and assurance of publication furniture including an ISBN, CCS ID number and copyright statement
- Bibliographic and information services
- Publication furniture proofing
- Managing proofing and sign-off of content
- Demand management of print copy quantities
- Print management
- Provision of copies of print-ready PDFs and web-optimised PDFs
- Alternative formats, including web accessible PDFs and large print/20pt Arial
- Access to other services, such as typesetting, design, proof reading, reprints and services to correct papers
- Facilitation of the delivery of print copies for Parliament (not laying copies)
Contact the relevant supplier in good time for planning purposes and to mitigate risk.
If the relevant Lot 1 supplier (by laying date) is not being used for print copies
If you are not printing copies with APS for papers laid by the end of July 2021, or with HH Global for papers laid after July 2021, you still need to ensure print copies for MPs and Peers. See points 1 and 2 under ‘Parliamentary format requirements’ above.
Contact the relevant Lot 1 supplier (by laying date) in good time to find out if MPs and Peers need print copies. If so, the supplier will also confirm:
- The date and time a final print-ready PDF should be delivered to the supplier to print from
Or, if a print PDF is not being supplied:
- The number of print copies to be delivered to the supplier for the supplier to forward to Parliament (not laying copies)
- The labelling, packing and delivery instructions for print copy delivery
- The date and time by which correctly labelled and packaged print copies must be delivered to the supplier, ensuring parcels are marked FAO the supplier contact name/account manager