Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: February 11, 2025

Purpose:

Content: RESOLVED: Cabinet authorised the Executive Director Place, Economy & Environment in consultation with the Cabinet Member for Finance to procure a new solution for print and dispatch of outgoing mail and allied services (ideally including fully electronic dispatch where customers are willing to receive this way), including award of the contract to the chosen provider.   REASONS RESOLVED: 1.     The Council will not have means to send mail, including invoices, to customers from 4th January 2026 if a new outgoing mail solution is not procured. 2.     The recommended course of action is the most cost-effective. Exploring new ways of processing incoming mail has the potential to deliver further savings for the Council. 3.     The proposed option aligns with the Council’s carbon reduction strategy and drive to employ technology more effectively and to improve services to the customer. 4.     The procurement of a new hybrid (print and electronic) solution is likely to reduce the risk to the Council of data protection breaches compared to print only options.   ALTERNATIVE OPTIONS: ·       Option 1: Bringing print and despatch of outgoing mail back in-house. 1.     One of the savings achieved by the original procurement of an external outgoing print and post solution (‘hybrid mail’) was staff costs. The current centralised mail room has been reduced from the original 13.76 FTE to 6.00 FTE. Bringing the service back in-house would necessitate additional staff resource, resulting in higher costs. 2.     WNC no longer has equipment such as folder/inserter and franking machines which would necessitate procuring new equipment (at considerable cost) to facilitate processing of outgoing mail. Any equipment would have additional costs for service and maintenance contracts. 3.     There is no print service at WNC, necessitating documents to be printed via an external supplier and returned for enveloping and dispatch which would be likely to cause delays in mail being despatched, higher risk of data protection breaches, and would also impact detrimentally on the Council’s carbon reduction strategy.   ·       Option 2: Procurement of a solution that replicates the current contract. 1.     Although the current solution works well for most service areas, there are some that have been financially disadvantaged because of the volumes of paper to be despatched. 2.     This option is therefore unlikely to optimise value for money.   ·       Option 3: Procurement of an electronic outgoing mail solution. 1.     This approach would seek to remove physical post entirely. This would reduce cost and supports the Council’s carbon reduction strategy. However, not all customers will have means to receive mail via email or be willing to do so. Not all customers may be willing to provide their email addresses. 2.     This solution is therefore considered impracticable.   ·       Option 4: Procurement of a combined electronic and print/post solution. 1.     This option seeks to maximise the use of electronic delivery but enables the continued use of post for recipients who are unable or do not wish to receive mail electronically. 2.     This is the preferred option as it supports best value for money, the needs of WNC customers and the Council’s carbon reduction strategy.