Forward plan

Novation of the contract between Lewisham Council and Xerox UK Ltd to Brent Council  (03/01/2017 to 28/01/2017)

Plan description

Brent Logo for reports


Record of Officer’s Decision


The Openness of Local Government Bodies Regulations 2014 and the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012


Date of Decision:


20th December 2016

Decision Maker (Officer):


Carolyn Downs, Chief Executive

Authority for Delegated Decision (e.g. Cabinet/Committee Decision or Officer Scheme of Delegation i.e. Part 4 of the Constitution.


·         Under general delegated powers

If applicable, identify which Lead Member(s)/Committee Chairman consulted.


Cllr Margaret McLennan, Deputy Leader and acting in the absence of the Leader.

Is it a Key Decision? (Only relative to Executive decisions)



Is it subject to call-in?


Decision Made:






Approval of the following recommendations:


1  The novation of the contract between Lewisham Council and Xerox UK Ltd to Brent Council


2  The extension of the novated contract referred to in Recommendation 1 for a period of 2 years from 1 August 2017.


3  The variation of the contract referred to in Recommendation 1 to include the provision of Managed Print Services to Brent Council for the duration of the extended contract term.



Reasons for Decision (if a report was produced to support the Decision, attach it):

Details of any Alternative Options Considered and rejected (together with reasons):

The decision enables Brent and Lewisham’s print requirements to be included in a single contract. Retendering of Brent’s Managed Print Service requirements was considered, and rejected on the basis that the discounts to be achieved by amalgamating print volumes with Lewisham could not be achieved through a retender of Brent’s service.

Under the IT Shared Service agreement Brent is responsible for managing contracts on behalf of both authorities, procuring new contracts jointly and consolidating existing contracts where possible, and this decision supports this approach.

Details of any conflicts of interest declared by any Member who was consulted by the officer before the decision was made.


If relevant, a note of the dispensation granted by the Chief Executive:


Reason Decision, or supporting Report, is not published:


Tick one or more of the specific exemptions,




Give more information in the final box with regards to why the exemption applies and outweighs the public interest test (which is in favour of disclosure).



Not applicable – Decision [and report] to be published

If Report is not to be published – tick one of the following boxes:


The report supporting the Decision contains confidential information


The Report supporting the Decision falls within an exemption pursuant to Schedule 12A of the Local Government Act 1972 Information:


·      Relates to an individual


·      Likely to reveal the identity of an individual


·      Relating to financial or business affairs of a person or organisation



·      Relates to a claim for legal professional privilege in legal proceedings



·      Reveals that the Council proposes to give under any enactment a notice under or by virtue of which requirements are imposed on a person; or to make an order or direction under any enactment



·      Relating to any action taken or to be taken in connection with the prevention, investigation or prosecution of crime


And is exempt if and so long, as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information


Reasons: The report sets out the detail of negotiations between the Council and Xerox UK Ltd, and the basis for calculating the contract value in circumstances in which there was a mutual expectation of confidentiality.



List any background papers



Dated: 23rd January 2017




Plan items
No. Item


Novation of the contract between Lewisham Council and Xerox UK Ltd to Brent Council

Decision status:  Recommendations Approved

Notice of proposed decision first published: 23/01/2017