Decision details

Direct Award for a further 12 months to the incumbent hybrid delivery (HPOD) and email delivery suppliers, Paperpost (ODD-001-2021)

Decision Maker: Executive Director Place

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To procure services through the existing supplier to ensure continuity of service for the next 12 months as the Council is moving forward with its Digital First initiative.


Reasons for the decision:

The HPOD software system provides council staff with the ability to send mail electronically to the BMBC mailroom for printing and posting. This has proved to be invaluable during the COVID pandemic when staff are largely working from home. The current contract expires in March 2021 and the functionality it provides is included within the printing and MFD procurement which is due to go out to market in January 2021 with the intention that the contract is in place by July 2021. The original plan was to run this procurement earlier but the impact of Covid-19 has resulted in a delay

Therefore a one year extension to the current contract is needed to ensure continuity of service and remove the need to undertake an additional procurement process. The total cost for the extension is £14000 and includes up to 20000 physical post items per month and e-delivery.


Alternative options considered:

Do Not Renew -  Council staff will need to print off and post their own mail and will need to keep a supply of letterhead, envelopes and stamps at their location.  This is not efficient and is not possible during the current working at home situation which has seen the system being widely utilised. 


Publication date: 08/01/2021

Date of decision: 16/12/2020