Request of Information for Managed Print Services, Copiers, scanners and other IT devices.

The request was successful.

Dear Gateshead Metropolitan Borough Council,

Please could you provide the following information with regards to your current printing expenditure:

Q1. Current contract details? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q2. Companies awarded? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q3. Length of contract/s and end dates? a. Photocopiers/MFDs b. Printers
c. Print room / reprographics
Q4. Number of devices? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q5. Annual print/copy volume a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q6. Annual spend? a. Photocopiers/MFDs b. Printers c. Print room / reprographics
Q7. Details on how these were procured. i.e. By Framework a. Procurement method b. If Framework, please state which one.
Q8. Do you have any print management software? If so, which software?
Q9. Do they supply you with any scanning software (additional to the software native to the device)?
Q10. What Document Management solution/s do you currently use within your organization?
Q11. Who is the person within your organization responsible for the MFD's and the contract(s), what is their title, and their contact details

Yours faithfully,

Daniel GIlliland

CSG InformationRights, Gateshead Metropolitan Borough Council

Dear Mr Gilliland

I refer to the request, which you have made under the Freedom of Information Act 2000 for records held by this service.

Acknowledgement

Your request was received by this department on 06 August 2019.

A final decision on your request would normally be sent to you within 20 working days of receipt of your request. This means that you can expect to receive your decision by 04 September 2019.

There are some limited situations under the Freedom of Information Act, which could mean that the period for a final decision may be longer than the normal 20 working days. If this occurs in your request, we will promptly advise you in writing.

Yours sincerely
Information Rights Officer

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CSG InformationRights, Gateshead Metropolitan Borough Council

Dear Mr Gilliland

I refer to the Freedom of Information Act 2000 and to your email to this service dated 6 August 2019.

In accordance with the Freedom of Information Act, we are able to grant access to the records requested and accordingly they are as follows:

Q1. Current contract details?
a. Photocopiers/MFDs

Managed Print Service for MFD’s

b. Printers

No contract in place for printers

c. Print room / reprographics

Contract for Print Unit Digital Engines

Q2. Companies awarded?
a. Photocopiers/MFDs

Canon UK Ltd

b. Printers

Not applicable

c. Print room / reprographics

Canon UK Ltd

Q3. Length of contract/s and end dates?
a. Photocopiers/MFDs

60 Months with the option to extend for 2 further 12-month periods

b. Printers

Not applicable

c. Print room / reprographics

60 months with no option to extend

Q4. Number of devices?
a. Photocopiers/MFDs

155

b. Printers

Approx 100 standard printers

c. Print room / reprographics

5

Q5. Annual print/copy volume
a. Photocopiers/MFDs

13258

b. Printers

Information not held

c. Print room / reprographics

3457546

Q6. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Due to commercial interest we cannot provide a breakdown of the annual spend.
As no year was specified we have taken an average of the previous two financial years and added a, b and c together. Total = £586,834

Q7. Details on how these were procured. i.e. By Framework a. Procurement method b. If Framework, please state which one.

a. MFD contract procured via Call-off on the CCS Multifunctional Devices (MFD) and Services, Managed Print Services and Print Audit Services RM1599

b. Printers are rarely ordered outside of the MFD contract, if an occasion rose where a printer was required then this would be purchased ensuring value for money in line with the Councils Procurement Procedures i.e. 3 quotes for requirements under £5,000.

c. Procured via call-off under the Central Buying Consortium (CBC) HS/Y11171 Framework (Lot 4 – Supply of Print Room Equipment)

Q8. Do you have any print management software? If so, which software?

a. Uniflow

b. No

c. Uniflow and Prisma access

Q9. Do they supply you with any scanning software (additional to the software native to the device)?

No

Q10. What Document Management solution/s do you currently use within your organization?

Civica EDM

Q11. Who is the person within your organization responsible for the MFD's and the contract(s), what is their title, and their contact details

Please note that the Council only provides contact details for posts at Service Director level or above.

Andrea Tickner
Service Director for Corporate Commissioning and Procurement
Email: [email address]
Phone: 0191 433 3000

Roy Sheehan
Service Director for ICT Services
Email: [email address]
Phone: 0191 433 3000

Providing you with this information does not permit you to use this information for direct marketing purposes. To do so may place you in breach of section 11 of the Data Protection Act 1998 , nor does it permit you to use the information for sending unsolicited e-mails, to do so may place you in breach of regulation 22 of the Privacy and Electronic Communications (EC Directive) Regulations 2003.

Please note:
The information provided in response to your request is copyright Gateshead Council unless otherwise endorsed. Granting access to this information under the Freedom of Information Act does not permit you to re-use the information provided for commercial purposes, for photocopying or reproduction in any form. If you wish to re-use the information you need to apply for a Licence. You can do this by writing to Information Rights Officer, Corporate Services and Governance, 1st Floor, Civic Centre, Regent Street, Gateshead, NE8 1HH or email [Gateshead Council request email]. You may be required to pay a fee or comply with conditions for permitted re-use.

Yours sincerely
Information Rights Officer

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