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

Information requested

Information relating to our current Multi-Functional Devices and printing/scanning services contract(s) based on these questions.

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

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

3. If the supplier is not the manufacturer, which manufacturer are the devices?

4. How many contracts does this entail and what is the award value for each?

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

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

7. What is the total number of devices supplied (split by Desktop Printer and Multi-Functional Device)?

8. What Print Management Software solution do you use?

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

10. How many mono printers and colour printers do you have?

11. What document management solution do you use?

12. What High Volume printing devices do you use?

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

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

15. What department is managing the contract and who is the decision-maker?

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

17. What is the annual cost?

18. When is the renewal date?

19. Who is responsible for the contract?

20. Do you use any other PDF editing tools?

21. Do you have a Hybrid Mail contract and if so, who is the supplier?

22. When is the contract end date for your Hybrid Mail contract?

23. Who at the Trust is responsible for the HM contract?

Response

I enclose a copy of most of the information you requested. While our aim is to provide information whenever possible, in this instance the Scottish Government does not have some of the information you have requested. This is because Printers, Multi Functional Devices (MFDs) and some software applications are purchased by business areas direct from framework suppliers therefore this information is not held centrally. This is a formal notice under section 17(1) of FOISA that the Scottish Government does not have the information you have requested.

The answers to your questions are detailed below.

Q1. What services are included in the contract(s)? (e.g. printing, scanning, copying)

Services included in the contracts are Printing, Scanning Copying, Servicing, toner and cost per print.

Q2. Which supplier is delivering them? (If in-house, please confirm, if multiple providers please identify them)

Ricoh UK Ltd.

Q3. If the supplier is not the manufacturer, which manufacturer are the devices?

Ricoh UK Ltd.

Q4. How many contracts does this entail and what is the award value for each?

Contracts are between the individual business areas and suppliers; therefore, this data is not held centrally .

Q5. When do these contracts expire and do they have any extensions?

Contracts are between the individual business areas and suppliers; therefore, this data is not held centrally.

Q6. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?

Date	Mono	Color	Total
01/04/2023 - 31/03/2024	4,337,092	2,368,870	6,705,962

Q7. What is the total number of devices supplied (split by Desktop Printer and Multi-Functional Device)?

	Mono	Color	Total
Desktop Printers	54	16	70
MFD's	16	295	311

Q8. What Print Management Software solution do you use?

Kofax Control Suite.

Q9. How many Mono MFDs and Colour MFDs do you have?

	Mono	Color	Total
MFD's	16	295	311

Q10. How many mono printers and colour printers do you have?

	Mono	Color	Total
Desktop Printers	54	16	70

Q11. What document management solution do you use?

Objective ERDM.

Q12. What High Volume printing devices do you use?

Ricoh IM C4500, IM C4510, IM C6000, IM C8000.

Q13. Were any framework agreements used to procure the goods/services? If so, which ones?

National Framework for the Provision of Managed Print Solutions – SP-21-046.

Q14. Any documentation you can provide me with, e.g. the order form.

The Standard Terms of Supply Order Form for the Managed Print Solutions framework is available at Annex A of Schedule 3 of the Framework Terms and Conditions which can be found at the following link: Procurement - managed print solutions framework: guidance - gov.scot (www.gov.scot). The full Standard Terms of Supply can be found at Schedule 5 of the Framework Terms and Conditions.

Q15. What department is managing the contract and who is the decision-maker?

Scottish Procurement & Property Directorate manage the overall framework, and individual business areas manage their own contracts between suppliers and themselves.

Q16. How many Adobe Acrobat (standard, professional and reader) licenses do you have?

Adobe Acrobat Standard	419
Adobe Acrobat Pro	1552
Adobe Reader	22610

Q17. What is the annual cost?

These are perpetual licenses. Licenses are owned by individual business areas; therefore, this data is not held centrally.

Q18. When is the renewal date?

These are perpetual licenses.

Q19. Who is responsible for the contract?

Licenses are owned by individual business areas; therefore this data is not held centrally.

Q20. Do you use any other PDF editing tools?

Microsoft M365.

Q21. Do you have a Hybrid Mail contract and if so, who is the supplier?

We do not currently have a Hybrid Mail Contract.

Q22. When is the contract end date for your Hybrid Mail contract?

N/A

Q23. Who at the Trust is responsible for the HM contract?

N/A

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