Lewisham Council has approved a contract worth £756,000 for a hybrid mail printing service, a move expected to streamline processes, reduce costs, and enhance the secure delivery of essential communications to residents and businesses. The decision was made at a Mayor and Cabinet meeting on Wednesday, 25 February 2026.
The contract includes a 12-month interim agreement with Ricoh UK Ltd, estimated at £756,000 including VAT. This will be followed by a new three-year contract, estimated at £1,920,000 including VAT.
The hybrid mail service is crucial for the secure and timely delivery of essential communications, underpinning the distribution of housing rent statements, council tax bills, debt recovery notices, education and youth updates, health appointment reminders, and urgent community safety alerts. Without this service, statutory communications would be disrupted, legal deadlines could be missed, and vulnerable residents could be left without critical information.
Security measures are paramount for this service, ensuring the safe delivery of sensitive information. These include encrypted data transfer, controlled print environments, and strict adherence to data protection laws. The service also requires robust information security measures, such as ISO 27001 and Cyber Essentials Plus certification, to prevent data breaches and identity theft. Furthermore, a strict chain of custody for printed materials will be maintained, with controlled access, CCTV surveillance, and audit trails to prevent tampering and theft.
The London Borough of Brent will enter into these contracts on behalf of Lewisham Council under the terms of an Inter-Authority Agreement. This arrangement leverages Brent's expertise and infrastructure to manage the service efficiently.
Beyond operational efficiency, the hybrid mail service is also expected to yield environmental benefits. It aims to reduce the environmental impact of traditional mailing by minimising vehicle emissions through centralised printing and distribution, utilising energy-efficient print technology and sustainable materials, and cutting down on paper waste via optimised print management.
The new service is anticipated to deliver cost efficiencies that can be reinvested in community services. It also promotes digital transformation, potentially attracting skilled roles in IT and logistics.
For more details on the council's decisions, refer to the Decisions 25th February 2026 Mayor and Cabinet document. Further information regarding the procurement of this service can be found in the Procurement for Lewisham Hybrid Mail Solution Report.
