Content

RESOLVED:
Cabinet authorised the
Executive Director Place, Economy & Environment in consultation
with the Cabinet Member for Finance to procure a new solution for
print and dispatch of outgoing mail and allied services (ideally
including fully electronic dispatch where customers are willing to
receive this way), including award of the contract to the chosen
provider.
 
REASONS RESOLVED:
1.    
The Council will not have means to send mail,
including invoices, to customers from 4th January 2026 if a new
outgoing mail solution is not procured.
2.    
The recommended course of action is the most
cost-effective. Exploring new ways of processing incoming mail has
the potential to deliver further savings for the
Council.
3.    
The proposed option aligns with the Council’s
carbon reduction strategy and drive to employ technology more
effectively and to improve services to the customer.
4.    
The procurement of a new hybrid (print and
electronic) solution is likely to reduce the risk to the Council of
data protection breaches compared to print only options.
 
ALTERNATIVE OPTIONS:
·      
Option 1: Bringing print and despatch of outgoing
mail back in-house.

1.    
One of the savings achieved by the original
procurement of an external outgoing print and post solution
(‘hybrid mail’) was staff costs. The current
centralised mail room has been reduced from the original 13.76 FTE
to 6.00 FTE. Bringing the service back in-house would necessitate
additional staff resource, resulting in higher costs.

2.    
WNC no longer has equipment such as folder/inserter
and franking machines which would necessitate procuring new
equipment (at considerable cost) to facilitate processing of
outgoing mail. Any equipment would have additional costs for
service and maintenance contracts.

3.    
There is no print service at WNC, necessitating
documents to be printed via an external supplier and returned for
enveloping and dispatch which would be likely to cause delays in
mail being despatched, higher risk of data protection breaches, and
would also impact detrimentally on the Council’s carbon
reduction strategy.
 
·      
Option 2: Procurement of a solution that
replicates the current contract.

1.    
Although the current solution works well for most
service areas, there are some that have been financially
disadvantaged because of the volumes of paper to be
despatched.

2.    
This option is therefore unlikely to optimise value
for money.
 
·      
Option 3: Procurement of an electronic outgoing
mail solution.

1.    
This approach would seek to remove physical post
entirely. This would reduce cost and supports the Council’s
carbon reduction strategy. However, not all customers will have
means to receive mail via email or be willing to do so. Not all
customers may be willing to provide their email
addresses.

2.    
This solution is therefore considered
impracticable.
 
·      
Option 4: Procurement of a combined electronic
and print/post solution.

1.    
This option seeks to maximise the use of electronic
delivery but enables the continued use of post for recipients who
are unable or do not wish to receive mail
electronically.

2.    
This is the preferred option as it supports best
value for money, the needs of WNC customers and the Council’s
carbon reduction strategy.