Decision details

Reason(s) for the Decision: The decision to extend will enable annual billing processes to go ahead without the risk of a potential delay by the possibility of changing suppliers at this time of year

Information: Our annual billing processes start in January after the setting of Council Tax for the following financial year. Over 47,000 Council Tax bills, 6,000 Business Rates bills and 11,000 Benefit notification letters are produced. These are all sent via this Hybrid Mail Solution with CFH Docmail.

Financial Implications: Annual contract value £26,000, funds have already been allocated within the approved Revenue budget.

The above contract with CFH Docmail Ltd is due to expire on the 30 November 2019 but allows for a twelve month extension. The decision is to exercise our rights, under the terms of the contract, to extend the agreement until November 2020

Paragraph 24.1(a) of the Contract Procedure Rules in Part 4 of North Devon Council’s Constitution provides that this “change is provided for in the contract … in clear precise and unequivocal review clauses” (i.e. the contract clearly says the Council can extend and therefore all we are doing is triggering this clause).

The alternative would be to enter into the procurement process now rather than after annual billing. This would not give us reasonable time, should suppliers change, to set up and test new processes thus leading to a potential risk to our annual billing process.