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Multi-functional devices and printing/scanning services contracts

Date released
4 October 2022
Request number

202209029

Release of information under
Freedom of Information Act 2000 (FOIA)

Information requested

I would like to make a request for the following information relating to the authority's current Multi-Functional Devices and printing/scanning services contract(s):

  1. What services are include in the contact(s)? (e.g. printing vs scanning etc)
  2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
  3. How many contracts does this entail and what's the award value for each?
  4. When do these contracts expire and do they have any extensions?
  5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
  6. What is the total number of devices supplied?
  7. What Managed Print Service software solution do you use?
  8. How many Mono MFDs and Colour MFDs do you have?
  9. What document management solution do you use?
  10. What High Volume printing devices do you use?
  11. Were any framework agreements used to procure the goods/services? If so, which ones?
  12. Any documentation you can provide me with, e.g. the order form
  13. What department is managing the contract and who's the decision-maker?
  14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
  15. What is the annual cost?
  16. When is the renewal date?
  17. Who is responsible for the contract?
  18. Do you use any other PDF editing tools?

Information released

I confirm that under Section 1 of the FOIA, we hold the information in scope of your request except for number 12.

Please find our responses to your requests below.

  1. What services are include in the contact(s)? (e.g. printing vs scanning etc)

    Printing and scanning.

  2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)

    Telefonica Tech.

  3. How many contracts does this entail and what's the award value for each?

    This is under one contract, the charges form part of our overall managed service charges and are not broken down.

  4. When do these contracts expire and do they have any extensions?

    7 June 2023.

  5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?

    The contract is for 1.5 million units. This is split into 750,000 mono and 750,000 colour.

  6. What is the total number of devices supplied?

    11 printers.

  7. What Managed Print Service software solution do you use?

    Papercut.

  8. How many Mono MFDs and Colour MFDs do you have?

    11 MFDs. Each is capable of both mono and colour.

  9. What document management solution do you use?

    Content Manager.

  10. What High Volume printing devices do you use?

    N/A

  11. Were any framework agreements used to procure the goods/services? If so, which ones?

    OJEU framework.

  12. Any documentation you can provide me with, e.g. the order form

    I confirm that under Section 1 of the FOIA, we do not hold the information in scope of this request. We do not have an order form for the service.

    Nevertheless, to be helpful as possible and in accordance with our duty to provide advice and assistance under Section 16 of the FOIA, you may find the following information.

    If a potential supplier wishes to engage with ONR, they can register as a supplier on ONR’s procurement portal developed with Delta e-Sourcing, which will contain all tendering opportunities that are specific to ONR’s critical business needs.

    Suppliers can register their organisation details free of charge. From here you will be able to view and access all new opportunities that are posted by ONR.

    The following websites also help suppliers find government procurements and contain information on how to become an approved supplier for the Crown Commercial Services (CCS) frameworks which all public sector organisations have access to in the procurement of goods and services.

  13. What department is managing the contract and who's the decision-maker?

    The IT department. The IT Service Owner is the decision maker.

  14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?

    65.

  15. What is the annual cost?

    £14,700 excluding VAT.

  16. When is the renewal date?

    22 October 2022.

  17. Who is responsible for the contract?

    The IT Contracts Manager.

  18. Do you use any other PDF editing tools

    Microsoft Native tools

Exemptions applied

N/A

PIT (Public Interest Test) if applicable

N/A