Decision details

Background: The current contract for the supply and maintenance of MFDs expired on 31 June 2024. Since then the Council have been procuring MFD maintenance on an ad-hoc basis each year. This has led to the expenditure becoming non-compliant as the expenditure has not been aggregated and the CPSOs have not been followed.
The Digital Service have confirmed that a significant amount of work has been completed this year to build a digital transformation programme that will shift customers off paper based manual processes on to fully automated digital services. This work, already concluded in parts of the Revenue Service, has shown that we can significantly reduce the number of PDF forms printed off.
We are currently building several new modules with planned go live dates early next year which will automatically alert customers through an online portal of any changes to their accounts. This will result in a significant reduction in the numbers of letters printed and sent out.
In the new year, once our customer portal goes live, we will be designing a campaign to promote a paperless service with the council which we anticipate will reduce the number of high-volume printing such as annual billing (council tax) and rent & leaseholder billing (Housing).
Reason: Extending to 2026 will enable us to assess our entire Unified Comms estate and then go out to market with the whole of our infrastructure contracts to ensure the best deal for Dacorum.

Extend current Ricoh MFD contract to April 2026