Issue - meetings
Hybrid Mail contract award
Meeting: 19/06/2023 - Cabinet (Item 130)
130 Hybrid Mail contract award 
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Purpose
To consider the results of a procurement exercise to award a new contract for the provision of external printing and postage for the council and its partners
Recommendation
That Cabinet resolves to:
1) Approve the contract for external printing and postage from 1 August 2023 to Imail for a period of 3 plus 1 year
Additional documents:
Minutes:
The purpose of the report was to consider the results of a procurement exercise to award a new contract for the provision of external printing and postage for the council and its partners
The Leader of the Council invited the Business Manager for Environmental, Welfare & Revenue Service as the accountable officer.
It was outlined that following the procurement exercise, that the Cabinet was asked to consider the awarding of a contract to IMail to deliever external printing and posting on behalf of the Council.
It was outlined that ‘hybrid mail’ was a type of mail where the process of printing, enveloping and posting of mail is done by an external company on behalf of the council.
In paragraph 4.2, it was noted that an initial saving of £12,000 was outlined in comparison to continuing with the current arrangement with Royal Mail, with further savings anticipated later down the track as consumables and printer usage are reduced.
It was outlined that the contract would be for 3 years plus one year.
The Leader of the Council noted that the Council had approached officers about savings that could be made by challenging existing practices.
It was outlined that this was a good example of delivering savings at a time when budgets would be constrained
Following a question about the protection of personal information, it was noted that companies carrying out this service would have to adhere to GDPR and this would be built into the contract.
The Deputy Chief Executive advised that as part of the Budget approved in February 2023 there was £20,000 removed from the bottom line based on the original business case assumption for the contract. Therefore it was important the quarterly financial monitoring reports track the savings so they remain on target.
Councillor Jenkinson as an observer asked about suppliers in the region and whether these had been considered. It was explained by the officer that this contract was decided as part of the procurement framework and if a local company was not part of the listed companies, it would not be considered.
The Leader noted that issues around local suppliers not always being considered within the framework local authorities have to adhere to, is something that the Council would continue to challenge.
RESOLVED: That Cabinet:
1) APPROVED the contract for external printing and postage from 1 August 2023 to Imail for a period of 3 plus the option of a 1 year extension.
Voting Record - 7 For, 0 Against, 0 Abstention, 1 Did not vote/absent
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For |
Against |
Abstention |
Did not vote/absent |
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Claire Bloomer |
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Juliet Layton |
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Joe Harris |
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Lisa Spivey |
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Mike Evemy |
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Mike McKeown |
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Paul Hodgkinson |
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Tony Dale |
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