Dear Shetland 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

Shetland Islands Council

Mr Perry

We acknowledge receipt of your request for information.

This is receiving attention, and we will provide you with a response as soon as possible.

Regards, Louise

Louise Adamson
Committee Officer
Governance and Law
Corporate Services Department
Shetland Islands Council
8 North Ness Business Park
LERWICK
Shetland   ZE1 0LZ

Tel:  01595 744555

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Shetland Islands Council

Dear Mr Perry,

I apologise for the delay in responding to your request and hope to be in a position to provide you with the information soon.

Yours sincerely,

Jayne Irvine
Business Support Assistant
Executive Services

Shetland Islands Council
Office Headquarters
8 North Ness Business Park
Lerwick
Shetland
ZE1 0LZ

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Shetland Islands Council

Dear Mr Perry

I refer to your request dated 13 March 2020, in which you asked for the information detailed in your email below.

Unfortunately, we are unable to provide the requested information at this time.

However, whilst the Shetland Islands Council is prioritising resources to support vulnerable citizens and essential services during the Coronavirus pandemic, we remain committed to providing responses to FOI requests as soon as we can.

Recent amendments to FOI legislation in Scotland mean that, for a temporary period, the maximum timescale within which we must respond to requests and reviews may be extended from 20 to 60 working days. Your request is currently at 44 days.

We will keep you updated with the progress of your request, unless you indicate you no longer require the information.

Thank you for your patience. If you have any queries, or wish to check on progress with your request at any time, please contact me.

Yours sincerely

Jayne Irvine
Business Support Assistant

Shetland Islands Council
Executive Services
Office Headquarters
8 North Ness Business Park
Lerwick
Shetland
ZE1 0LZ

Ref. FOI 10915

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Shetland Islands Council

1 Attachment

Dear Mr Perry

I refer to your freedom of information request. Shetland Islands Council's response is noted below:-

Q1. Companies awarded?
a.Photocopiers/MFDs Xerox
b. Printers Xerox
c. Print room / reprographics N/A (Large printing devices for use in planning etc are purchased at departmental level, out with ICT Print Management or billing)

Q2. Length of contract/s and end dates?
a. Photocopiers/MFDs We do not have a direct contract with Xerox - We purchase from them under the National Framework for MFD's from Procurement Scotland. June 2017 to 2 June 2020. There is an option of a further 12 month period, giving a maximum contract duration of four years.
b. Printers As above
c. Print room / reprographics N/A

Q3. Number of devices?
Cannot accurately determined as some are unmanaged and many not be on the network. There are 294 printing devices that have responded to status requests on our network since April 2019 this covers both MFDs and Printers.
a. Photocopiers See Above
b. Printers See Above
c. Print room / reprographics N/A

Q4. Annual print
No central management platform to determine this - devices are spread over 150 different sites , again some of which are on the network
a. Photocopiers/MFDs
b. Printers See Above
c. Print room / reprographics See Above

Q5. Annual spend?
We were billed by our supplier, on a site-by site basis, the following amount £144,118.46

a. Photocopiers/MFDs - Cannot determine using billing, but a + b combined = £ 144,118.46
b. Printers
c. Print room / reprographics N/A

Q6. Details on how these were procured. i.e. By Framework a. Procurement method b. If Framework, please state which one.
https://www.gov.scot/publications/office...

Q7. Do you have any print management software? If so, which software?
No

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?
None

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?

Alistair Hall, ICT Support Team Leader. [email address]. 01595 744777

I trust that this response meets your request. However, if you are dissatisfied with the way in which the Council has dealt with your request for information then you may ask the authority to review its actions and decisions in relation to your request, by submitting a formal appeal. The process for lodging appeals is set out in the attached leaflet.

Yours sincerely

Jayne Irvine
Business Support Assistant

Shetland Islands Council
Executive Services
Office Headquarters
8 North Ness Business Park
Lerwick
Shetland
ZE1 0LZ

Ref. FOI 10915

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