Accountant in Bankruptcy's current multi functional devices and printing/scanning services contract: FOI release

Information requested

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?

Response

1. What services are included in the contract(s)? (e.g. printing vs scanning etc.)
This contract includes the purchase, maintenance and support of MFD devices and Equitrac Software. All printing and scanning services are carried out in-house by AiB.

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

3. How many contracts does this entail and what's the award value for each?
1 Contract. An exemption applies to this question. Please see below. *

4. When do these contracts expire and do they have any extensions?
The Contract Expires 16th February 2025, with optional extension periods of 2 x 12 months is available.

5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
Mono Pages 846,877
Colour Pages 134,381
It should be noted that these are the most recent recorded annual figures and cover the period from 1st April 2018 until 31st March 2019.

6. What is the total number of devices supplied?
4 MFD devices were supplied

7. What Managed Print Service software solution do you use?
Equitrac Secure Fleet Management Software

8. How many Mono MFDs and Colour MFDs do you have?
1 Mono and 3 Colour MFDs

9. What document management solution do you use?
Objective Enterprise Content Management, This service is included as part of AiB’s subscription to the Scottish Government IT Service.

10. What High Volume printing devices do you use?
Ricoh IMC 6000

11. Were any framework agreements used to procure the goods/services? If so, which ones?
The Scottish Government ICT Products Office Equipment Framework (SP-16-013)

12. Any documentation you can provide me with, e.g. the order form
An exemption applies to this question. Please see Below *

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

14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
Every user with AiB has Adobe Reader as part of AiBs subscription to the Scottish Government IT Service. This equates to approximately 120 licences.

15. What is the annual cost?
The actual annual costs of Adobe is unknown. This is costed as a complete unit under the SCOTS recharge per user.

16. When is the renewal date?
Not applicable as provided as part of AiB subscription to the Scottish Government IT Service

17. Who is responsible for the contract?
Efficiencies and Technology

18. Do you use any other PDF editing tools?
No

* 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:

An exemption(s) under section 33(1)(b) - Substantial prejudice to commercial interests of FOISA applies to that information. The disclosure of documentation such as an order form would, or would be likely to, prejudice substantially the commercial interests of the current contracted supplier.

An exemption under section 38(1)(b) of FOISA (personal information) applies to some of the information requested because it is personal data of a third party, ie names/contact details of individuals, and disclosing it would contravene the data protection principles in Article 5(1) of the General Data Protection Regulation and in section 34(1) of the Data Protection Act 2018. This exemption is not subject to the 'public interest test', so we are not required to consider if the public interest in disclosing the information outweighs the public interest in applying the exemption.

An exemption under section 30(c) of FOISA (prejudice to effective conduct of public affairs) applies to some of the information requested. Disclosing this information would substantially prejudice our ability to keep AiB's IT network secure because providing details about the information you have requested into the public domain could subsequently be used by threat actors, taking into consideration both the external and insider threat, to evade any controls we might or might not have in place. This could therefore enable them to target specific types of attack or data exfiltration methods and would constitute substantial prejudice to the effective conduct of public affairs. This would constitute substantial prejudice to the effective conduct of public affairs in terms of the exemption.

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