Multi-Functional Devices and printing/scanning services contract(s)

The request was partially successful.

Dear Historic Royal Palaces,

I would like to make a request for the following information relating to the authority's current Multi-Functional Devices and printing/scanning services contract(s)

1. What services are included in the contract(s)? (e.g. printing vs scanning etc)
2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
3. How many contracts does this entail and what's the award value for each?
4. When do these contracts expire and do they have any extensions?
5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
6. What is the total number of devices supplied?
7. What Managed Print Service software solution do you use?
8. How many Mono MFDs and Colour MFDs do you have?
9. What document management solution do you use?
10. What High Volume printing devices do you use?
11. Were any framework agreements used to procure the goods/services? If so, which ones?
12. Any documentation you can provide me with, e.g. the order form
13. What department is managing the contract and who's the decision-maker?
14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
15. What is the annual cost?
16. When is the renewal date?
17. Who is responsible for the contract?
18. Do you use any other PDF editing tools?

Yours faithfully,

Celeste Morrison

Dear Historic Royal Palaces,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Historic Royal Palaces's handling of my FOI request 'Multi-Functional Devices and printing/scanning services contract(s)'.

The response to my request is long overdue.

A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/m...

Yours faithfully,

Celeste Morrison

Vanessa Hodge, Historic Royal Palaces

1 Attachment

Dear Ms. Morrison,   

 

I write in response to your email, dated 18 August, for information under
the Freedom of Information Act 2000 (FOIA) about our multi-functional
devices and printing and scanning services contracts.

 

Historic Royal Palaces (HRP) is a team of people who love and look after
the Tower of London, Hampton Court Palace, Kensington Palace, Kew Palace,
Banqueting House Whitehall and Hillsborough Castle.  We are a charity and
we depend on the support of our visitors, members, donors, sponsors and
volunteers to give the palaces a future, for everyone.

 

Your request and our response is as follows:

 

I would like to make a request for the following information relating to
the authority's current Multi-Functional Devices (MFDs) and
printing/scanning services contract(s)

 

1. What services are included in the contract(s)? (e.g. printing vs
scanning etc)

Printing and scanning.

 

2. Which supplier is delivering them? (If in-house, please confirm or if
multiple provider please identify them)

Ricoh

 

3. How many contracts does this entail and what's the award value for
each?

4. When do these contracts expire and do they have any extensions?

5. What is the annual volumetric data (split by Annual Mono and Annual
Colour print)?

Unfortunately, we are unable to provide you with this information because
it is covered by the exemption at section 43 (2) of the FOI Act, which
exempts information if its disclosure would, or would be likely to,
prejudice or harm the commercial interests of any person.

 

6. What is the total number of devices supplied?

82 MFDs

 

7. What Managed Print Service software solution do you use?

We do not use a managed print service.

 

8. How many Mono MFDs and Colour MFDs do you have?

The 82 devices supplied by Ricoh are all Colour MFDs

 

9. What document management solution do you use?

None

 

10. What High Volume printing devices do you use?

The 82 Ricoh devices noted above.

 

11. Were any framework agreements used to procure the goods/services? If
so, which ones?

12. Any documentation you can provide me with, e.g. the order form

It was subject to a full competitive tender where five suppliers submitted
proposals.  The contract was placed via a Crown Commercial Services
framework. The contract was placed via a Crown Commercial Services
framework.

 

13. What department is managing the contract and who's the decision-maker?

Unfortunately, we are unable to provide this information because it
constitutes personal data which is covered by the exemption at section
40(1) of the FOI Act.  Therefore, we will not disclose the contact details
of any employees or contractors related to this request. The department
responsible for managing the contract is Information Services.  The job
title of the person ultimately responsible for HRP’s contracts is the Head
of Procurement.

 

14. How many Adobe Acrobat (standard, professional and reader) licenses do
you have?

We have 30 Acrobat Pro licenses.  Acrobat Reader is a free non-licensed
software product so we do not track the number of installations.

 

15. What is the annual cost?

16. When is the renewal date?

Unfortunately, we are unable to provide you with this information because
it is covered by the exemption at section 43 (2) of the FOI Act, which
exempts information if its disclosure would, or would be likely to,
prejudice or harm the commercial interests of any person.

 

17. Who is responsible for the contract?

Unfortunately, we are unable to provide this information because it
constitutes personal data which is covered by the exemption at section
40(1) of the FOI Act.  Therefore, we will not disclose the contact details
of any employees or contractors related to this request. The department
responsible for managing the contract is Information Services.  The job
title of the person ultimately responsible for HRP’s contracts is the Head
of Procurement.

 

18. Do you use any other PDF editing tools?

We use also use Creative Cloud, Illustrator, InDesign and Photoshop.

 

You requested specific information regarding our suppliers and contract
types which is exempt under section 43 (2) of the FOIA.  We believe that
it would be inappropriate to disclose the information you have requested
given its commercially sensitive nature so we will be withholding this
information.

 

Section 43(2) is a qualified exemption and we are required to conduct a
public interest test when applying any qualified exemption.  In applying
this exemption, we have had to balance the public interest in withholding
the information against the public interest in disclosure.  We accept that
there is a general public interest in openness and transparency.  However,
we also believe that disclosure of the information requested would be
prejudicial to the interests of our suppliers. Disclosure would reveal
competitive elements of their bids, which they would otherwise have no
expectation of sharing, and would inhibit fair competition. We also
believe that our own commercial interests would be damaged by disclosure. 
There would likely be a causal link between disclosing the information
requested and suppliers choosing not to bid for work with us due to them
not wanting their commercially sensitive information placed in the public
domain.  This would be detrimental to us and would potentially damage our
services and our finances, making it more difficult for us to act in our
charity's best interests.  It has therefore been decided that the balance
of the public interest lies clearly in favour of withholding the
information and the use of the section 43(2) exemption is appropriate.

 

If you are a supplier and would like to be considered for future contract
opportunities with us, I recommend that you approach HRP in the normal
way. Please send your company details and information relating to the
goods and services your company provides to [1][email address]

 

I do hope this answers your request. HRP has an internal review procedure.
If you are not satisfied with our response, you may request an internal
review by writing to The Head of Governance and Assurance via post (The
Head of Governance and Assurance, Chief Executive’s Office, Apt 39,
Hampton Court Palace, Surrey, KT8 9AU) or via email ([2][Historic Royal Palaces request email])
explaining your reasons for seeking a review.  If you are then not
satisfied with the outcome of the internal review, you may then apply
directly to the Information Commissioner for a decision:

 

The Information Commissioner

Wycliffe House

Wilmslow

Cheshire

SK9 5AF

[3]www.ico.org.uk

 

Yours sincerely, Vanessa Hodge

 

VANESSA HODGE

Head of Records

Historic Royal Palaces | Hampton Court Palace | KT8 9AU

 

 

 

 

 

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Dear Ms. Morrison, 
A reply was sent to your request on 21 October.  Please find it attached. 
If you still require an internal review, please do let us know.
Best wishes, Vanessa Hodge

══════════════════════════════════════════════════════════════════════════

From: Celeste Morrison <[FOI #888331 email]>
Sent: 31 October 2022 21:26
To: FOI <[email address]>
Subject: Internal review of Freedom of Information request -
Multi-Functional Devices and printing/scanning services contract(s)
 
Dear Historic Royal Palaces,

Please pass this on to the person who conducts Freedom of Information
reviews.

I am writing to request an internal review of Historic Royal Palaces's
handling of my FOI request 'Multi-Functional Devices and printing/scanning
services contract(s)'.

The response to my request is long overdue.

A full history of my FOI request and all correspondence is available on
the Internet at this address:
[1]https://eur03.safelinks.protection.outlo...

Yours faithfully,

Celeste Morrison

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Historic Royal Palaces is a registered charity (No 1068852),
correspondence details, Hampton Court Palace, Surrey KT8 9AU Historic
Royal Palaces Enterprises Ltd, a company registered in England (No
3418583) registered office Hampton Court Palace, Surrey KT8 9AU.

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