Document Solution Centre Print Devices (RC-CPU-24-210)
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 3 April 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Document Solution Centre Print Devices (RC-CPU-24-210) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for Document Solution Centre Print Devices to Xerox (UK) Limited. 1.2 The recommendation to award the Call-off Contract follows a procurement exercise conducted as a mini-competition in accordance with Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 (Framework Agreement) and the Council’s Standing Orders Relating to Contracts for a Services Contract above the Threshold value. 1.3 A Contract Strategy was approved by the Director of Finance & Resources and the Corporate Procurement Manager on the 26 September 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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2.1 Authorises the Head of Corporate Governance to award a Call-off Contract for Document Solution Centre Print Devices, reference RC- CPU-24-210 to Xerox (UK) Limited following a mini competition exercise under Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046. 2.2 Authorises the Call-off Contract for an initial period of 3 years with an optional extension period of up to two additional one-year periods. It is anticipated that the Call-off Contract Commencement Date will be 2 June 2025 however the actual Call-off Contract Commencement Date will be advised in the Standard Terms of Supply Order Form. 2.3 Authorises the Call-off approved Contract value for the initial 3-year Period up to a maximum value of £350,000 excluding VAT. Where both extension periods are utilised by the Council, the total Call-off approved Contract value will be up to a maximum value of £500,000, excluding VAT. 2.4 Authorises that the liability of either Party, Xerox (UK) Limited or the Council for Defaults, is limited to £2,500,000 for any one incident as per Schedule 5 Call off Terms and Conditions of the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21- 046 applicable to any Call-off Contracts made under it. _________________________________________________________ 3. Background 3.1 The Council has a requirement for the provision and replacement of leased print devices for the Document Solution Centre, which is the Council’s production level professional print service. The Council requires the Service Provider to supply, deliver, install the devices, provide training for all Document Solution Centre staff, and provide maintenance and servicing of the devices. The current contract expires on 30 September 2025, however a 12-week lead in time is required to exchange the Council’s old printing devices for the new devices leased under this Call-off Contract, and for those new devices to be fully operational by 1 October 2025. 3.2 The procurement exercise for this Call-off Contract was conducted as a mini-competition under the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 and in accordance with the related Buyers Guide and the procedures for use of third-party Framework Agreements under the Council’s Standing Orders Relating to Contracts.
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3.3 The mini-competition was issued to the 9 Service Providers on the Framework Agreement via the Public Contract Scotland Tenders Portal on 29 January 2025. By the submission deadline of 12 noon on 19 February 2025, 1 tender submission was received from Xerox (UK) Limited. The reason for the other tenderers not responding was that they were either unable to meet the specification, or did not have the capacity. 3.4 All Service Providers completed the Standard Procurement Document (SPD) (Scotland) when applying for a place on the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21- 046. As part of the mini-competition, tenders were asked to confirm that there have been no changes to the SPD since being appointed to the Framework Agreement. Xerox (UK) Limited have confirmed that there have been no changes to their SPD (Scotland) submission since appointment to the Framework Agreement. 3.5 The tender submission from Xerox (UK) Limited were evaluated against the mini-competition award criteria of 50.00% Quality and 50.00% Price. 3.6 The scores relative to the Award Criteria for Xerox (UK) Limited are noted below. Tenderers Name Quality Score (50%) Price Score (50%) Total Score (100%) Xerox (UK) Limited 45.50% 50.00% 95.50% 3.7 The evaluation of the tender submission received was deemed best value and within the budget available. Schedule 5 Call-off Terms and Conditions and the Call-off Contract requirements will be agreed with Xerox (UK) Limited and formed under the Standard Terms of Supply Order Form. 3.8 Xerox (UK) Limited has committed to deliver the following community benefits as part of this Call-off Contract: Community Benefit Outcome Description No of People / Activity Industry Awareness Events 1 Industry Skill Transfer to Schools 1 Non-financial support for a Social Enterprise within Renfrewshire 1 Financial Support for a Community Project/Group 1 Non-financial support for a Community Project/Group 2
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___________________________________________________________________ Implications of the Report 1. Financial - The Call-off approved Contract value for the initial 3-year period is up to a maximum value of £350,000 excluding VAT. Where both 1-year extension periods are utilised by the Council, the total Call- off approved Contract value will be up to a maximum value of £500,000 excluding VAT. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Fair – Xerox (UK) Limited were assessed within this procurement process regarding their approach to ensuring Fair Work First practices throughout their organisation. • Green – The Call-off Contract is aligned to the Green Print Strategy by recycling ink cartridges and reducing emissions by alternative methods to call outs. • Living Our Values - the Council must work smarter and in fundamentally different ways, sharpening the focus of our organisation to meet the significant financial challenges and encourage staff to think about how they print that will drive efficiencies. 4. Legal - This Procurement was carried out in accordance with the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 Buyers Guide and Renfrewshire Council’s Standing Orders Relating to Contracts for a Services Contract above Threshold value. 5. Property/Assets - The Council will lease the printing devices provided for the period of the Call-off Contract, including the optional extension periods, if utilised. 6. Information Technology - ICT and Cyber Security was evaluated by the Council’s ICT Services and Xerox (UK) Limited meet the minimum requirements. 7. Equality & Human Rights – none directly arising from this report.
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8. Health & Safety – Xerox (UK) Limited health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement exercise was conducted in accordance with the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046. Buyers Guide under the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21- 046 and Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk – Xerox (UK) Limited insurance documentations were evaluated by the Council’s Risk Manager and were as deemed to meet the minimum requirements. The liability of either Party for Defaults under this Call-off Contract is limited to £2,500,000 for any one incident as per Schedule 5 Call-off Terms and Conditions of the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046, applicable to any Call-off Contracts made under it. 11. Privacy Impact - As part of the procurement process, a data protection impact assessment (DPIA) was conducted by the Service and the Council’s Information Governance team and this confirmed that no personal information is being processed or stored therefore a data processor agreement is not required. 12. Climate Risk – The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. The considerations for this Call-off Contract are for the ink cartridges to be recycled by Xerox (UK) Limited in accordance with the relevant regulations. 13. Children’s Rights – None arising directly from this report. 14. Cosla Policy Position – None arising directly from this report. _______________________________________________________ List of Background Papers Not applicable ___________________________________________________________________ Author: Gillian Gordon, Senior Procurement Specialist, gillian.gordon@renfrewshire.gov.uk