Purpose

The XL Print Paris Spooler is software
required by Rapid Print to create print files and to schedule
service-critical reports including council tax bills, business rate
letters and subsequent reminders. Paris has been used by the Rapid
Print unit for many years and is part of their established
processes and operating procedures, fully integrated into
connecting systems and software. The software was first implemented
pre-2013 and has then been procured on an annual basis. The current
contract expires on 31st December 2023 and XL Print are the only UK
supplier. There is also a new supported version of Paris that we
should move to. Procurement have identified a framework route to
direct award. To ensure the continuity and stability of the service
and roadmaps it is intended to co-term with the new Ricoh MFD
contract which commenced on 1st January 2023 for 3 + 1 + 1. TGB
approval was given for this in September 2022 but at the time we
did not know if the existing Paris on-site solution would work with
the new incoming Ricoh printers or whether we would have to move to
the Paris SaaS cloud solution immediately. We therefore took out a
1 year contract renewal and, following the move to Ricoh from Xerox
in January 2023, we can now confirm that the devices are compatible
and work together.

Content

To acquire a new contract for an upgraded
version of the XL Print Paris Spooler via a direct award via the
KCS Framework identified by Procurement, and for this to co-term
with the new MFD contract with Ricoh. This is the most efficient
and economical of the options listed below and will cost a one-off
£6,000 for consultancy and training, and an ongoing annual
licence fee which is currently £9,093pa. The budget for this
is available within MP011.