FOI Request – Printing / Mailing / Email / IT Services

The request was successful.

Dear Trafford Metropolitan Borough Council,

1. Do you provide a centralised printing and / or reprographics service?
a. Who are the current suppliers of production digital printing systems? (this does not include office MFD systems)
b. Can you provide details of make / model of the equipment and when it was installed?
c. Can you provide the last 3 years approximate costs for the supply of digital printing equipment and indicate when the contract is to expire?
d. If you outsource this function in whole or in part, please indicate who is the current supplier/s are, annual spend for the last 3 years, and when the contract is due to expire. (This does not include ad-hoc print requests)
e. Can you please provide contact details for the person responsible for the above?

2. Do you provide a centralised mail fulfilment service?
a. Who are the current suppliers of mail fulfilment systems?
b. Can you provide details of make / model of the equipment and when it was installed?
c. When does the contract expire?
d. If you outsource this function in whole or in part, please indicate who the current supplier/s are and when the contract is due to expire. (This does not include ad-hoc print requests)
e. Can you please tell me how many franking machines the Council has?
f. Can you please identify the financial spend on all these products broken down by (Mailing Systems, Mailing Software, Franking Systems) for the last 3 years (total per year not per device will suffice)?
g. Can you please provide contact details for the person responsible for the above?

3. Can you please confirm your line of business systems for the following business areas and confirm if the printing / mailing is done in house, outsourced or a mixture? Common line of business systems will include Civica, Agresso, Capita, Northgate and some will have their own in-house systems.
a. Council Tax
b. NNDR
c. Housing Benefits
d. Elections
e. Social Housing
f. Finance

4. Can you please confirm if you use any document composition / personalisation / transactional software which may include but is not limited to one or more of the following - Paris, Formscape, PlanetPress, XMPie, Gandlake
a. Can you please provide details of the core supplier of these products?
b. Can you please provide details of any external support or consultancy for these products and the name/s of the supplier?
c. Can you please identify the financial spend on these products for the last 3 years broken down by license costs, support costs and consultancy costs?
d. Can you please provide contact details for the person responsible for the above?

5. Can you please confirm if the authority uses an ESP (Email Service Provider) such as Mandrill, Mailgun, SparkPost etc for sending bulk email?
a. Can you please provide contact details for the person responsible for the above?

6. Can you please confirm if the authority uses MailChimp for sending bulk email?
a. Can you please provide contact details for the person responsible for the above?

7. Can you please confirm who provide your IT Services and what (if any) elements are outsourced, who to and when the contract is due to end?
a. Can you please provide contact details for the person responsible for the above?

Yours faithfully,

Glen Charles

Data Protection, Trafford Metropolitan Borough Council

Thank you for your email. 

Your enquiry has been given the reference number 5636.  Please quote this in all future correspondence with regard to this enquiry.

We aim to respond fully to all emails from the public as soon as possible, where they are seeking a response. 

If you are requesting information under the Freedom of Information Act or environmental Information Regulations, there is a 20 working day statutory timescale within which to provide the information requested, subject to any exemptions which may apply.  The 20 working day timescale will start on the first working day following receipt of your email.

If you have access to the Internet you may wish to see if your enquiry can be dealt with online at www.trafford.gov.uk.  The council's website enables many forms to be completed and payments to be made online, as well as providing comprehensive information.

Thank you
Trafford Council

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Data Protection, Trafford Metropolitan Borough Council

Dear Mr Charles

Thank you for your email of the 7th December 2017 where you requested information about Printing / Mailing / Email / IT Services.

The information you requested is as follows.
  
1. Do you provide a centralised printing and / or reprographics service?

No – Trafford Council outsource this activity

a. Who are the current suppliers of production digital printing systems? (this does not include office MFD systems)

Allied Publicity Services
Browns CTP limited
Chetham House Ltd
John Baxter and sons ltd
NB colour print Ltd
The printroom uk ltd
MBA Group Ltd
Manchester City Council
Torbay Direct Printing Service
Washington Direct Mail Ltd

b. Can you provide details of make / model of the equipment and when it was installed?

Not applicable as this is outsourced.

c. Can you provide the last 3 years approximate costs for the supply of digital printing equipment and indicate when the contract is to expire?
This information is published on the Council's Contracts Register, which can be viewed at http://www.trafford.gov.uk/about-your-co...

d. If you outsource this function in whole or in part, please indicate who is the current supplier/s are, annual spend for the last 3 years, and when the contract is due to expire. (This does not include ad-hoc print requests)
This information is published on the Council's Contracts Register, which can be viewed at http://www.trafford.gov.uk/about-your-co...

e. Can you please provide contact details for the person responsible for the above?
This information is published on the Council's Contracts Register, which can be viewed at http://www.trafford.gov.uk/about-your-co...

2. Do you provide a centralised mail fulfilment service?
If the term "Centralised Mail Fulfilment Service refers to the existence of "Post Rooms", the answer is Yes.

a. Who are the current suppliers of mail fulfilment systems?
Neopost

b. Can you provide details of make / model of the equipment and when it was installed?
Neopost IJ65 franking machines (x2). These were purchased and installed in 2005.

c. When does the contract expire?
Franking machines were not obtained on contract.

d. If you outsource this function in whole or in part, please indicate who the current supplier/s are and when the contract is due to expire. (This does not include ad-hoc print requests)
Service provider is Washington Direct Mail Limited, Gateshead.
Contract effective dates = 1st Jan 2017 to 31st Dec 2019 (with option to extend up to 2 additional years).

e. Can you please tell me how many franking machines the Council has?
Two.

f. Can you please identify the financial spend on all these products broken down by (Mailing Systems, Mailing Software, Franking Systems) for the last 3 years (total per year not per device will suffice)?
2016/17 2015/16 2014/15
Franking Machines £20,000 £20,000 £40,000
Mailing Software 0 0 0
Mailing Systems 0 0 0

g. Can you please provide contact details for the person responsible for the above?
Rick Wilson
[email address]

3. Can you please confirm your line of business systems for the following business areas and confirm if the printing / mailing is done in house, outsourced or a mixture? Common line of business systems will include Civica, Agresso, Capita, Northgate and some will have their own in-house systems.

a. Council Tax
Civica's OpenRevenues system
Northgate's Information@Work system
Printing - mixture
Mailing - outsourced

b. NNDR
As Above

c. Housing Benefits
As Above

d. Elections
Xpress Election Management System. Printing is done via our Printers ERS.

e. Social Housing
The Council no longer own any social housing properties and therefore don’t have a business system for this area

f. Finance
Mailing-Post Room-Amey;
Printing-Outsourced.

4. Can you please confirm if you use any document composition / personalisation / transactional software which may include but is not limited to one or more of the following - Paris, Formscape, PlanetPress, XMPie, Gandlake
NONE
a. Can you please provide details of the core supplier of these products?
N/A
b. Can you please provide details of any external support or consultancy for these products and the name/s of the supplier?
N/A
c. Can you please identify the financial spend on these products for the last 3 years broken down by license costs, support costs and consultancy costs?
N/A
d. Can you please provide contact details for the person responsible for the above?
N/A

5. Can you please confirm if the authority uses an ESP (Email Service Provider) such as Mandrill, Mailgun, SparkPost etc for sending bulk email?
N/A
a. Can you please provide contact details for the person responsible for the above?
N/A
6. Can you please confirm if the authority uses MailChimp for sending bulk email?
N/A
a. Can you please provide contact details for the person responsible for the above?
N/A

7. Can you please confirm who provide your IT Services and what (if any) elements are outsourced, who to and when the contract is due to end?
In-House
a. Can you please provide contact details for the person responsible for the above?
Edward Czok, ICT Operations Manager, [email address] Tel: 0161 912 2150

If you are dissatisfied with the handling of your request, you have the right to ask for an internal review. Internal review requests should be submitted within two months of the date of receipt of the response to your original letter and should be addressed to: Information Governance Manager, Trafford Council, Town Hall, Talbot Road StretfordM33 0TH or via email to [Trafford Council request email]  

Please remember to quote the reference number above in any future communications.

If you are not content with the outcome of the internal review, you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

The supply of information in response to a freedom of information request does not confer an automatic right to re-use the information.  Under UK copyright law you can use any information supplied for the purposes of private study and non-commercial research without requiring permission.  Similarly, information supplied can also be re-used for the purposes of news reporting. An exception to this is photographs.
For other forms of re-use, for example publishing the information, you would need the permission of the organisation or person who owns the copyright.  In the case of information produced by government departments and agencies you can re-use the information under the Open Government Licence.  For information about this please see http://www.nationalarchives.gov.uk/doc/o...
If, however, the copyright is identified as belonging to somebody else, you will need to apply for permission.  For information about how to obtain permission from a third party, please go to Intellectual Property Office’s website at www.ipo.gov.uk

Yours sincerely,

Information Governance
Legal Services | Trafford Council | Trafford Town Hall | Talbot Road | Stretford | M32 0TH
Email: [email address]

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