Hillingdon Council Cabinet Member and Officer Decisions
Hybrid Mail 2026
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Executive Decision Notice – 02 September 2026
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 HYBRID MAIL 2026
Reference No. 2026/1794
Date of decision Wednesday 02 September 2026
Call-in expiry date Wednesday 09 September 2026
Relevant Select
Committee
Corporate Resources & Infrastructure Select Committee
Relevant Wards All Wards
Decision made
Cabinet Members making
the decision
Councillor Richard Mills – Cabinet Member for Corporate
Services, Digital & Transformation
Councillor Eddie Lavery – Cabinet Member for Finance
Decision Agreed
That the Cabinet Member for Finance, in consultation
with the Cabinet Member for Corporate Services, Digital
& Transformation:
1) Agreed the direct award of a contract to CFH via
Government Commercial Agency (GCA)
(formerly Crown Commercial Service (CCS))
Framework RM6280 – Postal Goods and Services
Solutions, Lot 6 (Hybrid Mail, Digital and
Transformational Communications), for the
provision of Hybrid Mail services to the London
Borough of Hillingdon for a period of 18 months
commencing in September 2026.
2) Authorised the Corporate Director of Finance, in
consultation with the Cabinet Member for
Corporate Services, Digital & Transformation, to
approve any potential contract variations up to
the maximum permissible contract value in
accordance with Procurement Regulations and
the Council’s Contract Standing Orders, to
facilitate the continued rollout and expansion of
the Hybrid Mail solution across additional
Council services and locations.
Reason for decision The proposed direct award provides the Council with a
compliant procurement route that delivers value for money
through competitively established framework pricing. The
Executive Decision Notice – 02 September 2026
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
arrangement also enables the Council to benefit from
established supplier capability, economies of scale and
reduced procurement timescales, will supporting the
continued modernisation of resident communications.
A direct award for an 18-month period, will provide continuity
of service and minimise disruption to the Council's existing
Hybrid Mail solution and established business processes
which have been trialled and expanded across a number of
service areas since December 2025.
Alternative options
considered and rejected
Option A – Procure outside of an established framework.
This would not offer the same level of compliance, value for
money or access to economies of scale available through
the GCA framework.
Option B – Procure an alternative supplier
Rejected as undertaking a competitive procurement
exercise at this stage would require significant resource and
timescales, with no guarantee of achieving improved value
for money or service outcomes.
Option C – Individual service area arrangements
Rejected as it would result in a fragmented approach across
the Council, increased contract management requirements,
and the loss of efficiencies achieved through a single
corporate Hybrid Mail solution.
Do nothing
Rejected. Failure to secure a replacement arrangement for
Hybrid Mail services would result in the cessation of the
service upon expiry of the current contractual arrangements.
This would remove a key digital solution used by services
across the Council, leading to increased reliance on manual
printing, enveloping and postage processes, reduced
operational efficiencies, and potential delays in the issue of
correspondence to residents and stakeholders.
Cease activity
Rejected. Ceasing the provision of Hybrid Mail services
would require all affected service areas to revert to
traditional printing, enveloping and postal processes or
identify alternative local arrangements. This would result in
reduced efficiency, increased administrative burden,
potential service disruption, and the loss of benefits realised
through the Council's digital transformation programme.
Classification Part II – Members Only and Not for Publication
Link to associated report Exempt - Not for Publication by virtue of paragraph 3 of Part
1 of Schedule 12a of the Local Government Act 1972 due to
information relating to the financial or business affairs of any
Executive Decision Notice – 02 September 2026
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
particular person (including the authority holding that
information).
Relevant Officer contact
& Directorate
Vicky Mills, Resident Hub Manager
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 Wednesday 09 September 2026
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.
Democratic Services
London Borough of Hillingdon
Civic Centre
High Street
Uxbridge
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