Decision details

To request authority to vary and extend a contract in respect of Printing and Multifunctional Device Services with Ricoh UK Limited as required by Contract Standing Order 112.

That the Corporate Director of Partnerships, Housing and Residents Services:

i)             Approves the variation of the contract for Printing and Multifunctional Device Services for the Print Room Services element of the contract with Ricoh UK Limited to permit the extension of the contract.

ii)            Approves the extension of the contract detailed in (i) for a period of 20 months from 1 September 2024 to 30 April 2026.

The Council requires the provision of Printing and Multifunctional Device Services. Varying and extending the contract allows the re-procurement of the main contract to align and ensure the Council avoids any incompatibility of equipment which could arise if the printing element is not re-procured alongside the main contract. Officers consider that the 20-month variation and extension will lead to reduced production and printing costs by leveraging the efficiencies and economies of scale provided by specialised external providers.

Officers consider varying and extending the contract is the best option available to align with the re-procurement of the main contract pending its expiry, at which point a re-procurement will take place. Officers have agreed a proposal with Ricoh UK Limited to provide a reduced on-site service and transfer most of the work offsite. The transition will improve the Council’s environmental impact by enabling more sustainable practices and techniques, such as a reduced carbon footprint.