Purpose

To request authority to vary and extend a
contract in respect of Printing and Multifunctional Device Services
with Ricoh UK Limited as required by Contract Standing Order
112.

Content

That the Corporate Director of Partnerships,
Housing and Residents Services:
 
i)            
Approves the variation of the contract for Printing and
Multifunctional Device Services for the Print Room Services element
of the contract with Ricoh UK Limited to permit the extension of
the contract.
 
ii)           
Approves the extension of the contract detailed in (i) for a period of 20 months from 1 September 2024
to 30 April 2026.

Reasons for the decision

The Council requires the provision of Printing
and Multifunctional Device Services. Varying and extending the
contract allows the re-procurement of the main contract to align
and ensure the Council avoids any incompatibility of equipment
which could arise if the printing element is not re-procured
alongside the main contract. Officers consider that the 20-month
variation and extension will lead to reduced production and
printing costs by leveraging the efficiencies and economies of
scale provided by specialised external providers.

Alternative options considered

Officers consider varying and extending the
contract is the best option available to align with the
re-procurement of the main contract pending its expiry, at which
point a re-procurement will take place. Officers have agreed a
proposal with Ricoh UK Limited to provide a reduced on-site service
and transfer most of the work offsite. The transition will improve
the Council’s environmental impact by enabling more
sustainable practices and techniques, such as a reduced carbon
footprint.