The Officer Executive Decisions meeting scheduled for Friday 16 January 2026 was set to discuss the procurement of an external variable data print services contract. This contract is crucial for the council's statutory and business-critical communications.

External Variable Data Print Contract

The primary item scheduled for discussion was the procurement of a new External Variable Data Print Services Contract. This contract is essential for providing print and mailing services for statutory and business-critical correspondence across various council departments, including Parking, Council Tax, Housing, Benefits, and Electoral Services. The current contract is due to expire on 31 May 2026, necessitating a new procurement to ensure service continuity.

The report pack indicated a recommendation to approve the commencement of an open tender process for this contract. The proposed duration is an initial term of five years, with an option to extend for a further five years, subject to satisfactory performance. The estimated total value of the contract, inclusive of VAT, is £24 million, with an exclusive of VAT value of £20 million over the potential ten-year period. This figure represents a maximum potential value rather than a guaranteed spend.

The report highlighted that specialist print services are required for communications that cannot be managed in-house. These include Council Tax bills, Benefits notification letters, Parking enforcement notices, Housing correspondence, and Electoral materials such as poll cards and ballot papers. The contract is also intended to provide additional capacity during periods of high demand.

The procurement process is planned to adhere to the Procurement Act 2023, with social value and sustainability questions forming part of the quality evaluation. The council aims to encourage the use of recycled paper and environmentally compliant disposal of waste. Bidders will be required to submit their environmental policies, and costs for both virgin pulp and recycled paper will be requested to provide visibility of the financial impact of different paper choices.

The report also detailed the strategic context, noting that the printing and mailing of these documents are critical for the efficient administration of services and are subject to high-profile performance indicators, particularly for Council Tax and Non-Domestic Rates collection.

The preferred option is an open tender, which is considered to offer greater flexibility, broader competition, and the potential for better value for money compared to using a framework. Alternative options, such as doing nothing or insourcing the service, were considered and rejected due to viability and cost-effectiveness concerns.

The report included an Equality Impact Assessment¹ which noted that maintaining print services is crucial for ensuring accessibility for residents who may face digital exclusion, including older residents, disabled individuals, and those with limited digital literacy or language barriers. The assessment recommended continuing to offer communications in both print and digital formats to prevent exclusion and promote equality.