URL: https://democracy.southend.gov.uk/ieDecisionDetails.aspx?ID=1563

Decision Maker: Cabinet

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: The Council currently has a contract in place for the provision at a corporate level for all hybrid and transactional mail. The current contract expires on 31st August 2026 but has an option to extend for a further 24 months. To enable the continuation of these services for all Southend-on-Sea City Council Departments, this report is seeking approval to trigger this extension to the contract until 31st August 2028.

Content: The Cabinet considered a report of the Executive Director (Finance and Resources) which sought approval to extend the existing transactional print and hybrid mail contract for a period of 24 months expiring on 31 August 2028.   Reasons for decision(s):   There is still a requirement to have printing and mailing services available to the City Council.   To extend the current contract under the original terms and conditions, noting that further work will be undertaken, provides assurance over service continuity and value for money. The Council have experienced no issues with the operation of the current contract provider, and this extension will provide the opportunity to explore further ways of reducing the volumes and costs of this service over the next 2 years. This option also avoids the costs associated with a new procurement exercise. Internal efforts will continue to ensure the most cost-effective solution is adopted for all services across the City Council.   As we prepare for the outcome of Local Government Reorganisation a contract extension for these services is pragmatic, reasonable and provides good value for money.   Consideration of this item did not move into exempt session, although it was noted that the report contained an exempt appendix under paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972, as it included information relating to the financial or business affairs of the authority holding that information.   Resolved:-   That Cabinet approve the extension of the Council’s existing Hybrid and Transactional Mail with Ricoh Print Services for a period of 24 months expiring on 31 August 2028.

Date of Decision: June 15, 2026