Purpose

Current Xerox Print and Mail Contract runs from 1 April 2022 to 31 March 2027 with two allowable 12-month extensions. Strategy and Resources committee on 13 July 2026 gave delegated authority to the Executive Director Growth and Regeneration to affect a 12-month extension to the existing Xerox contract covering the period 1 April 2027 to 31 March 2028, this will allow enough time to undertake a full re-procurement exercise.

Decision

Approval to affect a 12-month extension to the current Xerox contract to cover the period up to 31 March 2028 under improved terms.

Alternative options considered

Terminate the Print and Mail contract with the current supplier at contract end. It is highly likely there would be a gap in provision of Print and Mail in the time taken to re-procure a new contract and risks a high degree of reputational damage for Bristol City Council.