Public sector procurement teams face a growing challenge: how to cut costs, ensure supplier compliance, and meet net-zero targets. And they are expected to do so without disrupting critical services. This is a particular challenge where traditional print and postage processes remain a necessary and unavoidable expense. It’s time to consider sustainable mail solutions.

Balancing cost, compliance, and sustainability in procurement

For those managing high-value contracts, including postage, print, and software solutions, shifting to digital-first communications drives efficiency, cost savings, and sustainability. It’s not just about reducing paper use or postage costs. Updates to the Procurement Act 2023 put organisations under additional pressure to select a compliant, cost-effective, and seamlessly integrated solution.

Why traditional print and post is no longer sustainable

The government agenda to meet net-zero commitments is putting organisations under continuous pressure to reduce their emissions. Despite digital transformation and the uptake of paperless communication, many public sector functions still rely on physical mail for essential documents.

Whether it’s parking fines, NHS appointment letters, or compliance notifications, the costs of printed letters quickly add up:

• Financial costs – Print, postage, and manual handling are expensive.
• Environmental impact – Paper production and postal transport generate significant carbon emissions.
• Regulatory challenges – Handling sensitive documents manually increases the risk of compliance issues.

For this reason, organisations selecting a supplier to print and mail time-sensitive documents must be transparent and accountable in procurement decisions.

That’s where the sustainable mail solution Aceni by Datagraphic comes in.

The Procurement Act 2023 in a nutshell

The Procurement Act 2023 introduces a streamlined, transparent, and competitive framework for public sector procurement in the UK. It replaces previous EU regulations, making it easier for public organisations to select cost-effective and accountable suppliers.

The key changes from the latest update to the act are:

• The act replaces existing procurement rules with a single, UK-specific system, reducing red tape.
• A new ‘notices’ system ensures procurement decisions are transparent and open to public scrutiny.
• The framework makes it easier for procurement teams to run processes efficiently.
• Smaller businesses and social enterprises are encouraged to participate in public contracts.
• The act insists local authorities consider broader social, environmental, and economic factors when awarding contracts.
• Underperforming or unethical suppliers can be excluded from future contracts.
• Public sector organisations have greater flexibility in designing procurement processes to suit their needs.

The new legislation, therefore, aims to make UK public sector procurement more efficient, fair, and accessible, ensuring better outcomes for taxpayers and communities. It encourages all businesses to reflect on how they can better serve the public sector and align with its core values.

Aceni: A smarter, sustainable mail alternative

Aceni by Datagraphic is a secure, cloud-based communication platform that helps public sector organisations transition from manual in-house print to secure automated, sustainable mail—without disrupting existing workflows. It provides a carbon-neutral mail solution.

As a B Corp supplier, we are dedicated to delivering genuine value—both now and in the future. And by aligning our solutions, sustainable practices and transparency with the changes of the act, we remain a trusted partner for public sector organisations.

How Aceni sustainable mail helps meet net-zero goals

When clients adopt Aceni to streamline outbound and inbound mail, they achieve:

• A reduction in postage costs.
• Carbon-free production.
• Access to multichannel tools where digital communication is possible.
• Improved compliance with a secure digital audit trail.
• A social value contribution towards their local communities.

By implementing a digital-first approach, clients not only meet sustainability targets but also deliver critical communications more efficiently and cost-effectively.

Key considerations for procurement teams

For public sector procurement professionals managing contracts for postage, print, and digital solutions, choosing the right supplier means balancing cost-effectiveness, compliance, and environmental impact.

When evaluating digital transformation solutions, key factors to consider include:

• Supplier compliance – Does the provider meet public sector procurement, security, and ESG requirements?
• Cost savings and transparency – Will the solution deliver measurable reductions in print, postage, and admin costs?
• Ease of integration – Can it integrate with existing legacy systems without costly IT overhauls?
• Long-term sustainability – Does it support the organisation’s net-zero commitments beyond just short-term savings?

Aceni provides a fully compliant, cost-effective, and sustainable alternative to traditional mail operations. It helps procurement teams meet their financial, operational, and environmental goals.

Future-proofing public sector communications

As the public sector works towards net-zero targets, digital transformation is no longer optional—it’s essential.

Aceni provides a practical, secure, and compliant way to embed digital transformation. The sustainable mail solution provides a way to shift away from traditional print and post, reduce costs and ensure transparency and sustainability during the procurement process.

Want to learn more? Get in touch with us to see how Aceni can support your organisation’s cost-saving, compliance, and net-zero strategies.