CAR Managed Print Service
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Managed Print Services (RC-CPU-22-225) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to request that the Finance, Resources and Customer Services Policy Board homologate a decision of the Director of Finance and Resources to award a negotiated contract on 22nd December 2022 for the provision of Managed Print Services outside the board cycle in order to fix pricing at the same rates as 2022 and ensure continuity of services while providing the Council time to review future services, re tender and mobilise the printer estate. 1.2 This procurement exercise was conducted in accordance with The Public Contracts (Scotland) Regulations 2015, Regulation 33 (b) (ii). ___________________________________________________________________ 2. Recommendations The Finance, Resources and Customer Services Policy Board is requested to: 2.1 Homologate the decision taken by the Director of Finance and Resources to award a contract for Managed Print Services to Xerox (UK) Limited.
Page 2
2.2 Note the contract value will be up to £216,508.19 excluding VAT. 2.3 Note the contract will commence 1st January 2024 and will expire on 31st December 2024. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a managed print service, this includes the installation, maintenance, repairs and removal of print devices at various locations throughout the Renfrewshire Council estate. 3.2 The supplier will provide the following – • Appropriate hardware- MFD’s and printers • Pro-active management of the hardware, just in time consumables delivery, monitoring and management of the devices. • Maintenance of all the devices, backed by SLA’s, KPI’s and service credits for under performance • Provision and support of user management and device management technology • Detailed management information on which continuous improvement decisions can be taken 3.3 The current contract for a Managed Print Service, made under the Scottish Government Framework Agreement relating to the supply of office equipment (reference SP-16-013) commencing 1 January 2018, is due to expire 31st December 2023. This will be re-tendered during 2023 due to the long mobilisation period required of up to one year. 3.4 The Digital Portfolio is currently undertaking a review of the way Council has been printing and a Green Print Strategy will be created for publication approx. March 2023 providing guidance on how printing should be undertaken going forward, rationalising and reducing print, to achieve financial savings and contribute to the Council’s Plan for Net Zero by 2030. 3.5 This Strategy will help plan and define the requirement for the future longer term Managed Print Service. 3.6 Xerox (UK) Limited has committed to provide the following community benefit as part of this Negotiated Contract – • Further education visits
Page 3
• School visits • Financial support for a community project • Non financial support for a community project __________________________________________________________________ Implications of the Report 1. Financial - Costs in respect of this Contract will be funded from the ICT Capital budget. 2. HR & Organisational Development - No TUPE implications have arisen or are anticipated. 3. Community/Council Planning – • Working together to improve outcomes – this Contract will ensure the Council continues to provide good quality services. 4. Legal - This procurement was carried out in accordance with The Public Contracts (Scotland) Regulations 2015, Regulation 33 (b) (ii). 5. Property/Assets - 6. Information Technology – will align with the Council’s ICT Strategy. . 7. Equality & Human Rights - (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety – covered under the Scottish Government Framework Agreement reference SP-16-013. 9. Procurement - The procurement procedure outlined within this report ensure that the Council meets its statutory requirements in respect of
Page 4
the EU regulatory requirements and the Council's Standing Orders Relating to Contracts. 10. Risk – Xerox (UK) Limited’s insurance policies were assessed by Scottish Procurement as part of the evaluation for the Framework. All suppliers on the Framework are expected to maintain the relevant insurance policies for the duration of the Framework period. 11. Privacy Impact - No Privacy Impact Assessment requirements were identified within this procurement. 12. Cosla Policy Position – No Cosla Policy Position implications have arisen or are anticipated. 13. 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. _________________________________________________________ List of Background Papers none ___________________________________________________________________ Author: Suzanne Gibb, Procurement Operations Manager, Suzanne.gibb@renfrewshire.gov.uk