Issue - meetings

This report seeks approval for the Council to award a call off contract to Corporate Document Services (CDS) for the provision of Print Management Services to commence on 1 August 2018.

N.B. There is a Part 2 annex to this report – item 12

[Decisions on this item can be called in by the Corporate Overview Select Committee]

RESOLVED:

1.    That a call off contract be awarded to CDS for two years from 1 August 2018 with the option to extend for two periods of one year. Over the maximum term of the call off contract (4 years), the anticipated value was £1.5m (approximately £375,000 per annum).

2.    That the Council would work with CDS over the life of the call off contract to look at ways to standardise, rationalise and aggregate the Council’s printing requirements, to reduce costs. In some areas the Council would also look to reduce and remove elements of the printed business stationery.

Reasons for Decision:

The current contract was due to expire on 31 July 2018.  As there was an ongoing need to deliver these services, a new call off contract had been procured through a national framework.

A thorough evaluation process had identified awarding the call off contract to CDS would provide the Council with the best value for money.

[The decisions on this item can be called in by the Corporate Overview Select Committee]

The Cabinet Lead Member for Corporate Support introduced a report that sought approval to award a call off contract to Corporate Document Services (CDS) for the provision of Print Management Services to commence on 1 August 2018.

The Council operated a ‘digital by default’ approach to communications but had a need to print a range of publicity materials from leaflets and booklets to exhibition materials and consultation questionnaires. This information is aimed at residents and people who use services provided by the Council.

The report outlined the procurement process, including the results of the evaluation process. When considered in conjunction with the Part 2 report, it demonstrated why the recommended contract award would deliver value for money, quality and brand consistency across all areas of print.

Due to the commercial sensitivity involved in the contract award process, the names of the bidders and their financial details were circulated as a Part 2 report.

In response to a Member query regarding the relevancy and monitoring of the social benefits the Cabinet Lead Member for People responded that this was a zero based contract on a needs basis and that many of the listed benefits were attached to a national framework.  With specific regard to apprenticeships he explained that local suppliers were encouraged to consider apprentices.

RESOLVED:

1. That a call off contract be awarded to CDS for two years from 1 August 2018 with the option to extend for two periods of one year. Over the maximum term of the call off contract (4 years), the anticipated value was £1.5m (approximately £375,000 per annum).

2. That the Council would work with CDS over the life of the call off contract to look at ways to standardise, rationalise and aggregate the Council’s printing requirements, to reduce costs. In some areas the Council would also look to reduce and remove elements of the printed business stationery.

Reasons for Decision:

The current contract was due to expire on 31 July 2018.  As there was an ongoing need to deliver these services, a new call off contract had been procured through a national framework.

A thorough evaluation process had identified awarding the call off contract to CDS would provide the Council with the best value for money.