Managed Print Services

Andrew Perry made this Freedom of Information request to Orkney Islands Council

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Dear Orkney Islands Council,

I hope that you are having a good week.

Please find a request for information regarding your organisations' printers/printing devices/associated contracts.

I would be grateful if you could reply to the questions below.

Q1. Companies awarded?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q2. Length of contract/s and end dates?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q3. Number of devices?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q4. Annual print/copy volume
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q5. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Q6. Details on how these were procured. i.e. By Framework
a. Procurement method
b. If Framework, please state which one.

Q7. Do you have any print management software? If so, which software?

Q8. Do they supply you with any scanning software (additional to the software native to the device)?

Q9. What Document Management solution/s do you currently use within your organization?

Q10. Who are the procurement & business/IT contacts within your organization responsible for the decision on MFD's and the contract(s)? What is their job title, and their contact telephone & email details?

Yours faithfully,
Andrew Perry

foi, Orkney Islands Council

Classification: NOT PROTECTIVELY MARKED

Dear Sir

Freedom of Information (Scotland) Act 2002 – Request for Information

Thank you for your information request dated 12 March 2020 and received on 12 March 2020. Our reference is FOI 2020-0290. This is being dealt with under the Freedom of Information (Scotland) Act 2002.

We are considering your request. We may be in touch soon to ask for further clarification or to offer advice and assistance if we are not able to fulfil your request in its present form.

The legislation allows us up to 20 working days from the date that we receive a valid request, including any clarification we need to make a final response. We will be in touch within 20 working days of receipt of your initial request to provide our response or to seek clarification where necessary. We hope to give you the information you are looking for at an earlier date if possible.

Regards

Katy Russell-Duff
Administrative Officer
Corporate Services
Orkney Islands Council, Council Offices, Kirkwall, Orkney, KW15 1NY
Telephone 01856 873535 Extension 2210

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foi, Orkney Islands Council

Dear Madam

Freedom of Information (Scotland) Act 2002 – Request for Information

I refer to your email dated 12 March 2020 and received on 12 March 2020, our reference is FOI 2020-0290. We apologise for the delay.

I am pleased to give the information you requested and hope that it meets your requirements.

Q1. Companies awarded?
a. Photocopiers/MFDs: Konica Minolta
b. Printers: Konica Minolta
c. Print room / reprographics: NA

Q2. Length of contract/s and end dates?
a. Photocopiers/MFDs: 5 years per device
b. Printers: As (a)
c. Print room / reprographics: NA

Q3. Number of devices?
a. Photocopiers/MFDs: 64 MFP’s in contract as of 1 June 2020
b. Printers: 88
c. Print room / reprographics: NA

Q4. Annual print/copy volume
a. Photocopiers/MFDs: See below
b. Printers
c. Print room / reprographics

The last time we ran a full audit of print volumes was in 2018 and the Annual Volumes found were as follows for MFDs and Printers.
We do not have equivalent data for 2019 or 2020. 6835692 mono 1881840 colour

Q5. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room / reprographics

Orkney Islands Council does not record this. Orkney College is refusing this information under Section 33(1)(b) - Commercial Interests and the Economy. This exemption is subject to the public interest test. The College is a partner in obtaining shared provision with Academic Partners, as part of the University of the Highlands and Islands, which follows all of the required procurement processes, including value for money. At present a procurement process is ongoing for a new contract, and the provision of information could be detrimental and is commercial in confidence.

c. Print room / reprographics

Q6. Details on how these were procured. i.e. By Framework a. Procurement method b. If Framework, please state which one. Scottish Government Office Equipment Framework.

Q7. Do you have any print management software? If so, which software?
Not as yet in operational use.

Q8. Do they supply you with any scanning software (additional to the software native to the device)? No

Q9. What Document Management solution/s do you currently use within your organization? SharePoint and Idox

Q10. Who are the procurement & business/IT contacts within your organization responsible for the decision on MFD's and the contract(s)? What is their job title, and their contact telephone & email details? Rosemary Colsell, Procurement Manager – (01856) 873535 – [email address]

Under FOISA, if you are dissatisfied with our response, you may ask the Council to review its handling of your request. If you wish to do this, you should make your request for review with 40 working days of receiving this email. Please make your request for review to Head of Legal Services, Council Offices, School Place, Kirkwall, Orkney, KW15 1NY or email to [Orkney Islands Council request email]. Your request must be in permanent form (letter, email, audio tape etc) and should state:

That you are asking for a review of this decision, and
Why you are unhappy with the response you have received.

We will issue a full response to your request for review within 20 working days of our receiving it.

Where the outcome of the review fails to resolve the matter to your complete satisfaction, you then have the right to apply to the Scottish Information Commissioner for a decision. You have six months in which to do so following receipt of our review outcome – see www.itspublicknowledge.info/Appeal.

Regards

George Vickers
Information Governance Officer
Corporate Services
Orkney Islands Council, Council Offices, Kirkwall, Orkney, KW15 1NY
www.orkney.gov.uk

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