Decision

The Director of Finance has decided to
terminate the current contract with Canda early and approve the
direct award of a new contract via the CCS Framework RM6174
Multifunctional Devices (MFDs), Print and Digital Workflow Software
Services and Managed Print Service Provision - Lot 2 -
Multifunctional Print Devices (MFDs) Print Management, Digital
Workflow Software to Vision PLC on the same terms and conditions as
the current contract for a term of 4 years commencing on 1 October
2025 at a total cost of approximately £414,000 for the
purpose of supplying MFDs, Printers and associated peripherals,
including the software, support and maintenance of devices across
all services within the council.

Reasons for the decision

The Council currently has a contract for the
supply, maintenance and support of MFDs and printers with a company
called Canda which is due to expire 31st October 2027. Within the
last few months Canda have been bought by a much larger company
called Vision PLC who are offering a new contract with a new expiry
date of 30 September 2029 on the same terms and conditions, prices
and lack of penalties as in the current contract. Terminating the
current contract and entering into a new contract via a direct
award process via a framework, would be financially beneficial to
the Council. It provides value for money, stabilises forecast spend
and maintains a non-penalty approach to estate management, whilst
the Council continues to go through transformation.

Alternative options considered

Continue with the same contract until expiry
resulting in considerable expense to move to a new type of contract
which includes full ease agreements and associated penalties. No
other company offered the same benefits that the council currently
obtains.