The Assistant Chief Executive and Director of Corporate Support have decided to extend the contract with Civica Election Services Limited for election printing services.

URL: https://councillors.knowsley.gov.uk/ieDecisionDetails.aspx?ID=8302

Decision Maker: Assistant Chief Executive (Jemma Jones) & Director of Corporate Support (Justin Thompson)

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: The purpose of the report is to seek approval, in accordance with Contract Procedure Rule 9.4.2 (5), to modify the call off contract with Civica Election Services Limitedfor the Provision of Elections and Electoral Registration Printing by extending the existing term for a maximum period of one month from 31 July 2026 to 31 August 2026 with the provision that, if a new call-off contract can be established prior to 31 August 2026, this extension will be terminated the day prior to the commencement of that new contract.   The modification is justified as the requirements of Contract Procedure Rule 9.4.2(5) are met as follows:   (5)      Additional goods, services or works - a modification is a permitted if:   (a)  the modification provides for the goods/ services/ works in addition to the goods/ services/ works already provided for in the contract,   (b)  using a different supplier would result in the supply of goods/ services / work that are different from, or incompatible with, those already provided for in the contract,   (c)  the contracting authority considers that the difference in compatibility would result in:   (i)             disproportionate technical difficulties in operation/ maintenance /other significant inconvenience, and   (ii)            the substantial duplication of costs for the authority.  

Content: The purpose of the report is to seek approval, in accordance with Contract Procedure Rule 9.4.2 (5), to modify the call off contract with Civica Election Services Limitedfor the Provision of Elections and Electoral Registration Printing by extending the existing term for a maximum period of one month from 31 July 2026 to 31 August 2026 with the provision that, if a new call-off contract can be established prior to 31 August 2026, this extension will be terminated the day prior to the commencement of that new contract.   The modification is justified as the requirements of Contract Procedure Rule 9.4.2(5) are met as follows:   (5)      Additional goods, services or works - a modification is a permitted if:   (a)  the modification provides for the goods/ services/ works in addition to the goods/ services/ works already provided for in the contract,   (b)  using a different supplier would result in the supply of goods/ services / work that are different from, or incompatible with, those already provided for in the contract,   (c)  the contracting authority considers that the difference in compatibility would result in:   (i)             disproportionate technical difficulties in operation/ maintenance /other significant inconvenience, and   (ii)            the substantial duplication of costs for the authority.   That, in accordance with Contract Procedure Rule 9.4.2(5):   (i)             the contract with Civica Election Services Limited for the Provision of Elections and Electoral Registration Printing be modified by extending the existing term for a further period of one month from 31 July 2026 to 31 August 2026 with the provision that, if a new call-off contract can be established prior to 31 August 2026, this extension will be terminated the day prior to the commencement of that new contract; and   (ii)            the Procurement Team be authorised to issue the relevant contract modification documentation.   Do Nothing: This option was considered and rejected as the Council has a statutory duty in relation to elections and electoral registration which requires associated printing to be undertaken.   Seek Competition (Quotation / Tender):  The Council has been awaiting the completion of a framework contract that has been procured across the Liverpool City Region with a view to achieving economies of scale.  This has now been finalised; however, the Council has been advised that there are still a number of queries in respect of the template call-off contract.  These are expected to be resolved imminently at which point Knowsley Council will be able to enter a call-off contract, which will be with the same supplier ensuring continuity of service.  It would therefore not be an efficient or effective use of resources to undertake a separate procurement exercise at this stage.  

Date of Decision: July 29, 2026