That:

(a)  To procure a replacement print contract for a period of up to five years at a maximum cost of £305,000 per annum, via Crown Commercial Services Framework RM3781; and

(b)  the Assistant Director Communities be authorised to award a contract.

1.         It would be possible to allow individual departments to make their own arrangements for printing and scanning, however it is recommended that this is not progressed as the following benefits have been identified with the existing contract which was entered into during 2014.  

a.    There has been a financial benefit from a combined and consequently larger procurement with a reduction in rental costs from £86,220 to £57,853.

b.    Individual printer purchases would also not allow reports to be created showing the use made of devices by users.  This reporting has enabled each department/directorate to understand where printing is being carried out and has resulted in reductions to be made both with the environmental impact (less paper and power) and the cost of printing.  

c.    Reporting on the use of individual printers has enabled work to be undertaken to ensure that the best use is being made of the variety of printers, and that printers have been moved to address issues where devices have been over or underutilised.  

d.    By having a central management system for the printers and printing it has been possible to provide both a secure printing system using the ID cards but also for any user to send their printing to and collect from any printer providing both security but also resilience.