Multi-Functional Devices and printing/scanning services contracts: FOI release

Information request and response under the Freedom of Information (Scotland) Act 2002

Information requested

“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?”


I attach some of the information you requested.

While our aim is to provide information whenever possible, in this instance we are unable to provide some of the information you have requested because exemptions under sections 38(1)(b), 30(c) and 33(1)(b) of FOISA apply to that information. The reasons why those exemptions apply are explained in the Annex to this letter.

Questions 1 – 13:



Glasgow Office

Services Included

Print, copy, scan

Print, copy, scan

Print, copy, scan


Canon (UK) Ltd

Ricoh (UK) Ltd

Ricoh (UK) Ltd

How many contracts and award value for each

1 contract for 24 months lease

1 contract for 3 years lease

1 contract for 3 years lease

Award for each contract

EXEMPT – see Annex

EXEMPT – see Annex

EXEMPT – see Annex

Expiry date





There are no extensions for the contracts. Framework SP-16-013 expired on 31 July 2022 and the new framework should be in place from 22 August 2022.

Annual volumetric data

Mono 189,496

Colour 7,1884

Mono 22,500

Colour 12,000

Estimated (Office is Closed) Mono 10,000

Colour 8,000

Total number of devices supplied




Managed Print Service Software solution




How many mono




How many colour




Document Management Solution

Q-Pulse for quality documentation

Objective Enterprise Content


Objective Enterprise Content


High Volume Devices




Framework Agreements

Scottish Procurement Framework – SP16 -13. For further details of this framework, see


Attached copy of contract,

redacted – see Annex

Attached copy of PO SG906386,

redacted – see Annex

Attached copy of PO SG989114,

redacted – see Annex

Who manages the contract and the decision maker

SASA Information and Technology Services section, Head of IT

SASA Head of Policy and Pesticides Survey Unit

SASA Head of Horticulture and Marketing Unit

Questions 14 – 18:

Software Adobe Acrobat Reader Adobe Acrobat Professional
How many licenses 50 3
Annual Cost £0 If purchased individually around £550 but the subscription is part of Adobe Creative Cloud suite
When is the renewal date When Adobe significantly update a version, we get an up to date agreement confirmation from Adobe that permits the deployment on an Enterprise network.  
Who’s responsible for the contract SG Service Delivery Manager SASA Head of IT
Other PDF editing tools No No

About FOI

The Scottish Government is committed to publishing all information released in response to Freedom of Information requests. View all FOI responses at

FOI 202200310787 - Information Released - Annex A
FOI 202200310787 - Information Released - Annex B


Please quote the FOI reference
Central Enquiry Unit
Phone: 0300 244 4000

The Scottish Government
St Andrews House
Regent Road

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