Purpose

Approval to commence a procurement process for
the provision of print production equipment and associated
software

Decision

For the reasons set out in this report, the
Corporate Director has decided to:
(1) 
Commence a procurement process to acquire a contract for the
provision of print production equipment and associated software.
The contract duration is three years with the option to extend for
up to a further two years. The estimated total contract value is
£600,000 excl VAT.

Alternative options considered

“Continuing with the Current
Supplier” – this would leave the Council non-compliant
with procurement legislation. A formal contract for print
production equipment is essential to ensure compliance, maintain
up-to-date software for data security, and secure ongoing printer
maintenance. Currently, printers are leased from Canon; operating
without a contract would result in higher lease charges.
 
“Outsourcing the internal Print
room” - would not be cost-effective. The 2024/2025 Value for
Money review confirmed that the in-house Print room remains the
most economical option for Council printing. The Council’s C9
licence ensures qualifying mail uses the lowest postal tariff. In
2024/2025, 1.2 million items were printed and enveloped under this
licence.