Dear Ordnance Survey Limited,

1. Please confirm if you are in contract for a fully outsourced managed print service.
2. Does this include Multi-Functional Devices (MFDs) and printers?
3. Please confirm date from and date to of contract awarded and what extensions if any.
4. Please confirm who the contract was awarded to.
5. Please confirm the name or job role of the employee that is responsible for the management of the printer estate for your organisation.
6. What are the current mailing processes? E.g franking etc?
7. Please confirm the current Service Level Agreements (SLA’s) in place and whether these SLA’s have been met over the last 12 months.
8. Please confirm if you intend to go out to tender next time or call off an existing framework. If so, which one?
9. How many MFDs do you have?
10. What is the annual spend on MFDs – including lease costs, consumables, costs per click and service charges?
11. How many printers do you have?
12. What is the annual spend on printers – including lease costs, consumables, costs per click and service charges?
13. What is the annual spend on toners outside of any contract that is in place with a 3rd party?
14. Please confirm the annual volumes of mono and colour prints.
15. How much time a month does the IT team spend on printer queries from end users?
16. Do you have any mobile print capabilities?
17. Do you have any secure print capabilities?
18. What print management software do you use across the organisation?
19. What remote monitoring software do you use across the organisation?
20. How many locations do you have?
21. Is there a Digital Transformation strategy in place and if so who is responsible for this?

Yours faithfully,

Bob Duncan

FOI, Ordnance Survey Limited

1 Atodiad

Dear Mr Duncan

 

Ref No: FOI19934 – Request for information

Thank you for your email of 09/12/2019.

As your request was received by Ordnance Survey on 09/12/2019 we will
provide you with a response within 20 working days, as required by the
Freedom of Information Act (FOIA) 2000, therefore by 09/01/2020.

In exceptional circumstances it may be necessary for Ordnance Survey to
extend this date to consider a complex public interest argument if
engaging a qualified exemption.  In such cases we will notify you of the
revised date by which we would expect to provide a response.

Should you need to contact Ordnance Survey regarding your request at any
time, please quote the allocated reference number in your correspondence.

Thank you for your enquiry.

 

Kind regards

 

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

[1]cid:image001.jpg@01D4D8F8.ECFBF010

Adanac Drive, Southampton, United Kingdom, SO16 0AS

T: +44 03456 05 05 05

[2]www.os.uk | [3][Ordnance Survey Limited request email] |

Follow us: [4]Twitter | [5]LinkedIn | [6]YouTube | [7]Instagram |
[8]Facebook

 

Our values are adventurous, incisive, restless and true.

 

This email is only intended for the person to whom it is addressed and may
contain confidential information. If you have received this email in
error, please notify the sender and delete this email which must not be
copied, distributed or disclosed to any other person.

Unless stated otherwise, the contents of this email are personal to the
writer and do not represent the official view of Ordnance Survey. Nor can
any contract be formed on Ordnance Survey's behalf via email. We reserve
the right to monitor emails and attachments without prior notice.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[9]http://www.os.uk

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FOI, Ordnance Survey Limited

1 Atodiad

Dear Mr Duncan,

Ref No: FOI19934 – Request for information

Thank you for your email of 9 December 2019 requesting information from
Ordnance Survey in accordance with the Freedom of Information Act (FOIA)
2000, as set out in the extract below:

 

“1. Please confirm if you are in contract for a fully outsourced managed
print service.

2. Does this include Multi-Functional Devices (MFDs) and printers?

3. Please confirm date from and date to of contract awarded and what
extensions if any.

4. Please confirm who the contract was awarded to.

5. Please confirm the name or job role of the employee that is responsible
for the management of the printer estate for your organisation.

6. What are the current mailing processes? E.g franking etc?

7. Please confirm the current Service Level Agreements (SLA’s) in place
and whether these SLA’s have been met over the last 12 months.

8. Please confirm if you intend to go out to tender next time or call off
an existing framework. If so, which one?

9. How many MFDs do you have?

10. What is the annual spend on MFDs – including lease costs, consumables,
costs per click and service charges?

11. How many printers do you have?

12. What is the annual spend on printers – including lease costs,
consumables, costs per click and service charges?

13. What is the annual spend on toners outside of any contract that is in
place with a 3rd party?

14. Please confirm the annual volumes of mono and colour prints.

15. How much time a month does the IT team spend on printer queries from
end users?

16. Do you have any mobile print capabilities?

17. Do you have any secure print capabilities?

18. What print management software do you use across the organisation?

19. What remote monitoring software do you use across the organisation?

20. How many locations do you have?

21. Is there a Digital Transformation strategy in place and if so who is
responsible for this?”

 

I confirm that Ordnance Survey does hold some of the information you have
requested.  Where the information is not held or exempt from disclosure
this is stated. 

 

Taking each request in turn, I confirm the following:

 

1. Please confirm if you are in contract for a fully outsourced managed
print service

 

I confirm we do not outsource a fully managed print service; we lease
digital print machines.

 

2. Does this include Multi-Functional Devices (MFDs) and printers?

 

Yes

 

3. Please confirm date from and date to of contract awarded and what
extensions if any

 

+------------------------------------------------------------------------+
|Contract |Start Date|End Date|Extensions |
|--------------+----------+--------+-------------------------------------|
|Canon UK |19/03/16 |31/03/21|N/A |
|--------------+----------+--------+-------------------------------------|
|Konica Minolta|28/09/18 |28/09/23|5 years lease agreement with the |
| | | |option to extend for a further 2 |
| | | |years. |
+------------------------------------------------------------------------+

 

4. Please confirm who the contract was awarded to. 

 

Canon UK

Konica Minolta

 

5. Please confirm the name or job role of the employee that is responsible
for the management of the printer estate for your organisation.

 

Job Role:  Facilities Contract Manager

 

The information relating to the name is held by Ordnance Survey but is
exempt from disclosure under section 40(2) (personal information) of the
FOI Act, as the information constitutes personal data.

 

Section 40(2) provides that personal data is exempt information if one of
the conditions set out in section 40(3) is satisfied. In our view,
disclosure of this information would breach the fair processing principle
contained in the General Data Protection Regulations (GDPR) or the Data
Protection Act 2018 (DPA2018).

 

In reaching this decision, we have particularly considered:

·        the reasonable expectations of the employees given their
positions; Ordnance Survey considered that none of the individuals would
have a reasonable expectation that their personal data would be disclosed;

·        the consequences of disclosure; and

·        any legitimate public interest in disclosure.

 

Section 40(2) is an absolute exemption and therefore not subject to the
public interest test.

 

6. What are the current mailing processes? E.g franking etc?

 

Neopost machine is used for franking.

 

7. Please confirm the current Service Level Agreements (SLA’s) in place
and whether these SLA’s have been met over the last 12 months.

 

Call out and uptimes of machines, within 4 hours. These are adhered to.

 

8. Please confirm if you intend to go out to tender next time or call off
an existing framework. If so, which one?

 

The existing frameworks on Crown Commercial Services RM3781 & RM3785 will
have expired by the time we go to tender.

 

9. How many MFDs do you have?

 

17 MFD’s (Canon).

 

10. What is the annual spend on MFDs – including lease costs, consumables,
costs per click and service charges?

 

£26,371.92 (Canon).

 

11. How many printers do you have?

 

17 MFD’s (Canon).

3 (Konica Minolta not MFD’s).

 

12. What is the annual spend on printers – including lease costs,
consumables, costs per click and service charges? 

 

Konica Minolta:

o Lease rental £11,931.66 per quarter.
o Service & Maintenance Charges: Print Fleet £450 Mono £0.00180, Colour
£0.01800.

 

13. What is the annual spend on toners outside of any contract that is in
place with a 3rd party? 

 

Not applicable as included in contract.

 

14. Please confirm the annual volumes of mono and colour prints.

 

Mono total: 658,347.

Colour total: 394,337.

 

15. How much time a month does the IT team spend on printer queries from
end users?

 

Not applicable, as printers are monitored remotely.

 

16. Do you have any mobile print capabilities?

 

Yes.

 

17. Do you have any secure print capabilities?

 

Yes.

 

18. What print management software do you use across the organisation?

 

Uniflow for MFD’s and acroflux Konica.

 

19. What remote monitoring software do you use across the organisation?

 

Uniflow.

 

20. How many locations do you have?

 

One.

 

21. Is there a Digital Transformation strategy in place and if so who is
responsible for this?

 

No.

 

Internal Review
Your enquiry has been processed according to the Freedom of Information
Act (FOIA) 2000.   If you are unhappy with our response, you may request
an internal review with our Internal Review Officer by contacting them,
within 40 working days of receipt of our final response to your FOI
request, as follows:

Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

E-mail: [1][Ordnance Survey Limited request email]

Please include the reference number above. You may request an internal
review where you believe Ordnance Survey has:

o Failed to respond to your request within the time limits (normally 20
working days)
o Failed to tell you whether or not we hold the information
o Failed to provide the information you have requested
o Failed to explain the reasons for refusing a request
o Failed to correctly apply an exemption or exception

 

The Internal Review Officer will not have been involved in the
original decision. They will conduct an independent internal review and
will inform you of the outcome of the review normally within 20 working
days, but exceptionally within 40 working days, in line with the
Information Commissioner’s guidance. 

The Internal Review Officer will either: uphold the original decision,
provide an additional explanation of the exemption/s applied or release
further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If, following the outcome of the internal review you remain unhappy with
our response, you may raise an appeal, within three months of receiving
our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) or you
may wish to call the ICO helpline on 0303 123 1113.

Thank you for your enquiry.

Kind regards,

 

 

 

Elizabeth Cole

Freedom of Information Officer, Legal Services

[2]cid:image001.jpg@01D4D8F8.ECFBF010

Adanac Drive, Southampton, United Kingdom, SO16 0AS

T: +44 03456 05 05 05

[3]www.os.uk | [4][Ordnance Survey Limited request email] |

Follow us: [5]Twitter | [6]LinkedIn | [7]YouTube | [8]Instagram |
[9]Facebook

 

Our values are adventurous, incisive, restless and true.

 

This email is only intended for the person to whom it is addressed and may
contain confidential information. If you have received this email in
error, please notify the sender and delete this email which must not be
copied, distributed or disclosed to any other person.

Unless stated otherwise, the contents of this email are personal to the
writer and do not represent the official view of Ordnance Survey. Nor can
any contract be formed on Ordnance Survey's behalf via email. We reserve
the right to monitor emails and attachments without prior notice.

Thank you for your cooperation.

Ordnance Survey Limited (Company Registration number 09121572)
Registered Office: Explorer House
Adanac Drive
Southampton SO16 0AS
Tel: 03456 050505
[10]http://www.os.uk

References

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