Decision details

The Cabinet considered a confidential report of the Director of Digital which advised the Council’s XEROX UK LTD MFD print solution contract was approaching the end of its current procured contract, which has been running for 60 months since April 2021. A request was made to approve a new 3-year agreement including a +1 +1 extension with Xerox UK LTD via a procurement compliant Framework Agreement: CCS framework agreement RM6361. Continuing with XEROX UK LTD would maintain essential printing, scanning, and copying services while reducing the fleet size based on usage data, promoting paperless operations, and aligning with the council's digital transformation goals.

The Xerox MFD fleet has provided reliable document management services, but evolving work patterns, including increased remote working and digital adoption, have reduced usage.

The Cabinet was advised that the preferred option (detailed in the report) was to renew the contract with Xerox for three years (2026 - 2029) at an annual cost of £200k, reducing devices by 30% (to approximately 105) based on usage data. This would promote paperless initiatives, integrate with the Azure system for cloud-based document management, and achieve a 15-20% cost savings through optimisation.

The CCS framework agreement RM6361 expressly supported direct award as a legitimate procurement mechanism, where the incumbent supplier could demonstrate that their offering satisfies requirements at best value, including reduced operational disruption. CCS described RM6361 as offering a “flexible route to market using further competition or direct award”. Given that the technical requirement remained consistent with existing services delivered by Xerox, direct award met the framework’s intended purpose of enabling efficient, rapid, and low?risk procurement.

Resolved:

1.    That the Cabinet approves a new 3-year term Call off Contract procured via Crown Commercial Services Framework RM6361 Lot 2, Direct award, at an annual cost of £200k.

2.    That the Cabinet notes the continuation with Xerox which ensures service continuity, leverages data-driven decisions for efficiency, and directly advances the Digital, Data and Technology Strategy 2025 - 2030's vision of a sustainable, digitally empowered Oldham by minimising paper use and enhancing workforce agility.