Issue - meetings

Managed Print Service

Meeting: 22/06/2022 - Cabinet (Item 13)

13 Managed Print Service pdf icon PDF 143 KB

Additional documents:

Decision:

Cllr Lynden Stowe sought Cabinet approval to conduct a competitive procurement process for the award of a contract for a Managed Print Service for Gloucestershire County Council. The contract will be for to 5 years (with the option to extend for a further 2 years) with an estimated value of £3.85M

 

Having considered all of the information, cabinet noted the report and

 

RESOLVED to:

 

Delegate authority to the Assistant Director of Asset Management & Property Services, in consultation with the Cabinet Member for Finance and Change to:

 

1. Conduct a mini-competition process under the Crown Commercial Services Multifunctional Devices (MFDs), Print and Digital Workflow Software Services and Managed Print Service Provision (RM6174) framework agreement in respect of a call-off contract for the supply of a Managed Print Service Contract. The proposed call-off contract, referred to as the “Managed Print Service Contract”, shall continue for an initial period of 5 years and include an option to extend its term for two further periods of not more than 12 months in length.

2. Award such contract to the preferred tenderer; and

3. Determine whether to exercise the options to:

a) extend the term of such Managed Print Service Contract for a further period of 12 months on the expiry of the initial 5-year term;

and

b) extend the term of such Managed Print Service Contract again for a further period of 12 months and on the sixth anniversary of the contract.

 

 

Minutes:

Cllr Lynden Stowe sought Cabinet approval to conduct a competitive procurement process for the award of a contract for a Managed Print Service for Gloucestershire County Council. The contract would be for to 5 years (with the option to extend for a further 2 years) with an estimated value of £3.85M

 

The existing Managed Print Service Contract had served the Council well for 7 years. It had proved to be a successful strategy. Refreshing the Council’s requirements and going out to tender would ensure continued benefits of integrated services at the best market rates.Currently there were 185 Multi-Function Printing devices spread across up to 60 Gloucestershire County Council sites.

 

There were council-wide efficiencies to be made through delivering a new Managed Print Service that reflected modern ways of working digitally and supporting new agile working arrangements. There were currently 7 key strands to the Managed Print Service (MPS). With the exception of provision of an onsite print room they would all be carried through into the mini competition under the framework. The print room would close at the end of the current contract.

 

It was anticipated with the current reduction in the use of the Managed Print Services like printing, there would be a significant reduction in the number of devices required overall and savings would be achieved.

 

Having considered all of the information, cabinet noted the report and

 

RESOLVED to:

 

Delegate authority to the Assistant Director of Asset Management & Property Services, in consultation with the Cabinet Member for Finance and Change to:

 

1. Conduct a mini-competition process under the Crown Commercial Services Multifunctional Devices (MFDs), Print and Digital Workflow Software Services and Managed Print Service Provision (RM6174) framework agreement in respect of a call-off contract for the supply of a Managed Print Service Contract. The proposed call-off contract, referred to as the “Managed Print Service Contract”, shall continue for an initial period of 5 years and include an option to extend its term for two further periods of not more than 12 months in length.

2. Award such contract to the preferred tenderer; and

3. Determine whether to exercise the options to:

a) extend the term of such Managed Print Service Contract for a further period of 12 months on the expiry of the initial 5-year term;

and

b) extend the term of such Managed Print Service Contract again for a further period of 12 months and on the sixth anniversary of the contract.