Issue - items at meetings - Approval to Procure Print / Post Services

Report of the Corporate Director of Finance and Resources (S151 Officer). To be presented by the Cabinet Member for Finance & Corporate Services

DECLARATIONS OF INTEREST FOR ITEM:

None

RESOLVED:

That Cabinet:

1. Approved the commencement of procurement activities pursuant to CSO 2.01(b) to procure a services contract for the provision of Secure Print and Postal Services to support Revenues and Benefits, Housing, Planning and Pensions. The estimated contract cost is contained in the Part B (Exempt) report.

Reasons for decision

The current contract expired in January 2026.

Production of the notices laid out in section 1.2 are an essential service with the Council having a statutory requirement to issue notices for Revenues and Benefits under Local Government Finance Act 1988 & 1992.

£193 million in Council Tax and £84 million for NNDR (Business Rates) has been billed this financial year. All customers that have not opted into e-billing must be issued a respective bill by post, otherwise they do not have to pay.

Alternative Options Considered

Do nothing: This is not an option and would not only place the Council in breach of its statutory obligations but would also result in a significant reduction in income to the Council as Council Tax and Business Rates cannot be collected unless the associated statutory notices have been issued.

Undertake a full procurement: Should be discounted, as procurement through a framework will allow the Council to take advantage of accumulated pricing based on the framework.

The Cabinet Member for Finance and Corporate Services introduced the report.

It was explained that, as a council there were some communications with residents that require paper copies which the Council was required to send via post. It was stressed that, through procuring the best value print and mail services, and where appropriate also using digital communication channels, the Council sought to minimise the costs.

In response to comments and questions from Councillors Hakata and Barnes, the following information was shared:

It was explained that the Council would seek to reduce the amount of usage of postage, through utilisation of digital means, wherever possible. It was explained that the Council would seek to encourage residents to receive digital communication and billing wherever possible and feasible.
It was explained that the newsletter was delivered one or two times per annum, and that it was not part of the costs for the Print and Post Service procurement. Cabinet Members did note the community benefit of the delivery of the newsletter.