Hillingdon Council Cabinet Member and Officer Decisions
Contract award for Printing and Postage services for Strategic & Operational Finance
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Executive Decision Notice – 08 August 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision AWARD OF CONTRACT FOR PRINTING AND POSTAGE
FOR STRATEGIC AND OPERATIONAL FINANCE
Reference No. 1168
Date of decision Thursday 08 August 2024
Call-in expiry date Thursday 15 August 2024
Relevant Select
Committee
Corporate Resources & Infrastructure Select Committee
Relevant Wards N/A
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Decision Approved
That the Cabinet Member for Finance accept ed the direct
award from DSI Billing Services Ltd for the provision of
Printing and Postage Services to the London Borough of
Hillingdon for a two-year period from 01 August 2024 to 31
July 2026 and at the estimated value of £398,000.
Reason for decision The recommendation to award the contract to DSI Billing
Services Ltd as the preferred option to the Council for the
following reasons:
• T he avoidance of significant cost of change and set up
should there be a change of supplier.
• DSI Billing Services, was the only provider to meet all the
requirements of the service via the G Cloud framework.
• They are the existing supplier of the contract since 2006,
there is a strong working relationship with DSI and a good
understanding of the complex and varied printing
requirements of a Revenues and Benefits service.
• Reduction in the cost of bulk printing and postage due to
DSI Billing Services Ltd economies of scale and ability to
negotiate favourable and competitive postage costs with
their suppliers.
• The Revenues and Benefits contract was provided by
Liberata and expired in May 2024. A new contract was
awarded to Capita and went ‘live’ on 01 June 2024.This
has resulted in all printing requirements being changed to
reflect the new Revenues and Benefits outsourced
supplier incurring costs. Further changes would have to
Executive Decision Notice – 08 August 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
be made again if there was a change in printing &
postage supplier from 01/08/2024.
• This option should also provide the Council with a
consistent level of performance over the period at a time
that continues to involve a number of priorities that are
required to be delivered within the service involving
change of outsourced provider for Revenues and
Benefits, migration of HB to DWP, and implementation of
the council digital strategy.
• Given the potential to roll elements of the printing contract
into a broader managed service
contract across the
council, a two-year award is being proposed at this time
to DSI.
Alternative options
considered and
rejected
Do nothing: The Council would be left with no printing or postage
services for Strategic and Operational Finance teams which
would seriously put at risk the Financial Services to both the
Council and our residents in the provision of Council Tax,
Business Rates, Business Improvement Districts (BIDS),
Corporate Debtors, Adult Social Care Financial Assessments
and Benefits services.
Tender Options: DSI performance has been very good. The
Council could have tendered for the service but due to the
operational implications of onboarding a new supplier to deliver
Revenues
and Benefits business services and capacity of
Council Officer’s resource this was not viable.
A framework agreement provides the Council with well -
structured Procurement procedures and are specifically
designed to ensure a compliant route to market as well as
competitive pricing and a mechanism to build long term supplier
relationships.
A two -year award will ensure that the Revenues & Benefits
service has a printing and postage provision which will not
impact on the annual billing and year end period. This will allow
for a review of the broader contract requirements for the Council
in terms of printing and postage. The broader review is due to
commence later this year. Depending on the outcome of this
strategic review existing printing and postage provisions may
form part of a new Council wide contract.
Classification Part II – Members Only and Not for Publication
Link to associated
report
That this report be declared as exempt from publication as it
involves the disclosure of information in accordance with
Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to
the Local Government Act 1972 (as amended), in that the report
contains information relating to the financial or business affairs
of any particular person (including the authority holding that
information) and that the public interest in withholding the
information outweighs the public interest in disclosing it.
Executive Decision Notice – 08 August 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Relevant Officer
contact & Directorate
Sulma Ali –Strategic & Operational Finance Directorate
Trudie Eldriny – Procurement, Finance Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice only
from the expiry of the scrutiny call-in period which is:
5pm on Thursday 15 August 2024
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
valid call-in request, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call-in this decision. The request must be before the
expiry of the scrutiny call-in period above.
Councillors should use the Scrutiny Call-in App (link below) on their
devices to initiate any call-in request. Further advice can be sought
from Democratic Services if required:
Scrutiny Call-In - Power Apps (secure)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and Access
to Information) (England) Regulations 2012.
This is the formal notice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
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