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Brentwood Borough Council

FOI 5621

Postal Costs

Request

Below the list of information we require in accordance with the freedom of information act, which can be completed online using the link here

https://www.surveymonkey.com/s.aspx?sm=F0Xg9f9xvP2DbHIsehUKVQ_3d_3d

FREEDOM OF INFORMATION ACT – POSTAL SERVICES

The FP Executive Agency is a supplier of postal and mailing solutions to the public sector. In view of the recent government spending review, we are currently advising and implementing various postal solutions within the public sector to enable organisations to realise up to 20% on postal services and expenditure.

In order to enable us to potentially enable your organisation achieve such savings, we are, under the Freedom of Information Act, requesting the following information from yourselves.

1. Your postal spend in 2011 and 2012 on the following - exact costs where possible or if unavailable please provide estimated costs –
- 1st class post including number of items
- 2nd class post including number of items
- Other postal spend
2. How do you process your mail? – stamps, franking, Postage Paid Impressions ( PPI ), Down Stream Access ( DSA ) , DX or if any other service please specify
3. If DSA please indicate service provider and agreed current rates – e.g. OGC pricing or bespoke / machine readable letters and non-machine readable letters
4. If you use a Royal Mail discounted service such as Clean Mail or Business Mail advance, how much has been received in refunds within the last 12 months?
5. If using a postal franking system, please specify supplier and model
6. Is the equipment owned or leased through supplier / 3rd party finance house
7. If equipment is owned outright, the month, year and cost of purchase plus the annual maintenance costs
8. If leased, the month, year and term of lease plus quarterly / annual costs including maintenance
9. Will the 2013 budget be an increase on the 2012 spend? If so what is the estimated 2013 postal budget?
10. What is the reduction, as a percentage, that your postal services will be tasked with in 2013?
11. What is the typical decision process within your organisation for postal services ?
12. Who is ultimately responsible for making decisions such as the allocation of contracts for postal and affiliated services for your organisation?

Response

FREEDOM OF INFORMATION ACT - POSTAL SERVICES

Please find below the answers to the questions submitted under the Freedom of Information Act.

1. Your postal spend in 2011 and 2012 on the following - exact costs where possible or if unavailable please provide estimated costs -
- 1st class post including number of items
- 2nd class post including number of items
- Other postal spend
100,000 1st Class items £44,000
130,000 2nd class £32,000

2. How do you process your mail? - stamps, franking, Postage Paid Impressions ( PPI ), Down Stream Access ( DSA ) , DX or if any other service please specify
We frank our mail and use the DX system.

3. If DSA please indicate service provider and agreed current rates - e.g. OGC pricing or bespoke / machine readable letters and non-machine readable letters
We do not use DSA.

4. If you use a Royal Mail discounted service such as Clean Mail or Business Mail advance, how much has been received in refunds within the last 12 months?
We do not use Clean mail or Business mail advance.

5. If using a postal franking system, please specify supplier and model
We have a Pitney Bowes DM300 Franking Machine.

6. Is the equipment owned or leased through supplier / 3rd party finance house
The equipment is owned.

7. If equipment is owned outright, the month, year and cost of purchase plus the annual maintenance costs.
We purchased the equipment in 2008 at a cost of £4000. The annual maintenance cost is £550.

8. If leased, the month, year and term of lease plus quarterly / annual costs including maintenance.
Not Leased.
9. Will the 2013 budget be an increase on the 2012 spend? If so what is the estimated 2013 postal budget?
The estimated 2013 postal budget will be approx £100,000.

10. What is the reduction, as a percentage, that your postal services will be tasked with in 2013?
We will be looking for a 20% reduction.
11. What is the typical decision process within your organisation for postal services ?
Senior Officer approval.

12. Who is ultimately responsible for making decisions such as the allocation of contracts for postal and affiliated services for your organisation?
Head of Corporate and Civic Office.