IT Print and PC Supplier

Matthew Varns made this Freedom of Information request to Chelmsford City Council

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Dear Chelmsford City Council,

We would be grateful if you could help in answering our request for information for the following questions; answering for A-F on questions 1-8.
a) Photocopiers/MFDs (Multi-Functional Devise)
b) Printers
c) Print room / reprographic
d) Desktops
e) Laptops
f) Displays
Q1. Please name all the IT resellers that you have contacts with and buy from.
Q2. What is the length of the contracts, more specifically their end date, with the named IT resellers in question 1.
Q3. What year and month is the next hardware refresh due?
Q4. Please name the number of devices deployed by Council?
Q5. In reply to question 4, which department/facility are those located?
Q6. Please name the brand and model of the devices mentioned and the spend for each product.
Q7. Details on how these were procured. i.e. By Framework
i. Procurement method
ii. If Framework, please state which one.
Q8. Do you normally purchase equipment as services or as a capital?
Q9. What is your annual print/copy volume and spend?
Q10. Who is the person(s) within your organization responsible for the MFD's, print hardware, and supplies contract(s)? Please provide their title and their contact details.
Q11. Who is responsible for purchasing end user devices such as laptops, desktops, displays and accessories? Please provide their title, and their contact details.

Yours faithfully,

Matthew Varns

Information Request, Chelmsford City Council

Dear Matthew,

 

I am sending this email in response to your Freedom of Information Act
(2000) request reference IR 8520. Please use this reference in any
subsequent contact relating to this request.

 

Response

Please see a response below each of your questions:

 

 1. Please name all the IT resellers that you have contacts with and buy
from.

 

a) Photocopiers/MFDs (Multi-Functional Devise): Primarily CCS Crown
Commercial Portal, Capita and Altodigital

b) Printers: CCS Media

c) Print room / reprographic: Canon

d) Desktops: CCS Media, XMA Ltd and Probrand Ltd

e) Laptops: CCS Media, XMA Ltd and Probrand Ltd

f) Displays: CCS Media, XMA Ltd, Probrand Ltd and Kingsfield Computers

 

 2. What is the length of the contracts, more specifically their end date,
with the named IT resellers in question 1.

 

a) Photocopiers/MFDs (Multi-Functional Devise): This is under a three year
contract.

b) Printers: there is no contract in place for this.

c) Print room / reprographic: Five years in 2015 and three years in 2017

d) Desktops: there is no contract in place for this

e) Laptops: there is no contract in place for this

f) Displays: there is no contract in place for this

 

 3. What year and month is the next hardware refresh due?

 

a) Photocopiers/MFDs (Multi-Functional Devise): 2022

b) Printers: Council Services purchase their own printers via the Digital
Services department therefore, this date will differ according to each
service area.

c) Print room / reprographic: the next hardware refresh is due in 2021

d) Desktops: Planned for 2024 and reviewed annually

e) Laptops: Planned for 2024 and reviewed annually

f) Displays: Planned for 2024 and reviewed annually

 

 4. Please name the number of devices deployed by Council?

 

a) Photocopiers/MFDs (Multi-Functional Devise): 32

b) Printers: 26

c) Print room / reprographic: 1 colour and 1 black and white device.

d) Desktops: 275

e) Laptops: 344

f) Displays: 1,250

 

 5. In reply to question 4, which department/facility are those located?

 

a) Photocopiers/MFDs (Multi-Functional Devise): There is one per floor at
the Council’s two main sites and one per offsite location.

b) Printers: Theatres, Parking Services, CCTV, Parks Services,
Crematorium, Reception, Dovedales Sports Centre, Enforcement Services,
Accountancy, Licensing, Waterhouse Lane Depot.

c) Print room / reprographic: Print Room

d) Desktops: All services

e) Laptops: All services

f) Displays: All services

 

 6. Please name the brand and model of the devices mentioned and the spend
for each product.

 

a) Photocopiers/MFDs (Multi-Functional Devise): Kyocera

b) Printers: HP, Canon, Samsung

c) Print room / reprographic: Canon

d) Desktops: HP

e) Laptops: HP, Microsoft

f) Displays: HP, Dell

 

 7. Details on how these were procured. i.e. By Framework i. Procurement
method ii. If Framework, please state which one.

 

a) Photocopiers/MFDs (Multi-Functional Devise): RM3781 Framework

b) Printers: Online websites, Purchase orders

c) Print room / reprographic: They were procured via a tender exercise

d) Desktops: RM3733 Framework

e) Laptops: RM3733 Framework

f) Displays: CCS Purchasing Portal

 

 8. Do you normally purchase equipment as services or as a capital?

 

a) Photocopiers/MFDs (Multi-Functional Devise): Generally Capital.

b) Printers: Service

c) Print room / reprographic: Service

d) Desktops: Capital and service

e) Laptops: Capital and service

f) Displays: Capital and service

 

 9. What is your annual print/copy volume and spend?

£31,000.

 

10. Who is the person(s) within your organization responsible for the
MFD's, print hardware, and supplies contract(s)? Please provide their
title and their contact details.

 

Michael Sage

Digital Services Group Manager

[1][email address]

 

James Rawlinson

Dev Ops Manager

[2][email address]

 

11. Who is responsible for purchasing end user devices such as laptops,
desktops, displays and accessories? Please provide their title, and
their contact details.

 

Please see answer ten above.

 

Right to Internal Review

If you are dissatisfied with this response or with the way your request
has been handled under the Freedom of Information Act, you have the right
to ask for your request to be independently reviewed by the Director of
Connected Chelmsford. You should set out your representations in writing
explaining why you are dissatisfied with this response or the way your
request has been handled and send to [3][email address]. The review
will be conducted in accordance with the Council’s internal review
procedure which is published on its website at
[4]http://www.chelmsford.gov.uk/node/33297. You will be notified of the
outcome of the review as soon as possible and in any event within 20
working days from receipt of your representations.

 

Appeal

If you should still remain dissatisfied following the outcome of the
review, you may apply to the Information Commissioner for a decision by
writing to:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow, Cheshire, SK9 5AF

Tel: 0303 1231113 or 01625 545745

 

Yours sincerely,

 

Heather Binns

Information Governance Officer

Chelmsford City Council

 

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