Provision of digital multifunctional photocopiers to the Metropolitan Police Service

Report: 16
Date: 6 December 2001
By: Commissioner

Summary

This report outlines the requirements for the provision of digital multifunctional photocopiers.

A. Recommendations

1. Members are asked to note the contents of this report.
2. Members are asked to approve the request for tender action for a replacement contract in the linked exempt report.

B. Supporting information

1. The Metropolitan Police Service (MPS) has an on-going requirement for ready and frequent access to photocopying facilities at Operational Command Unit and Headquarters Department level. This covers a multitude of copying requirements, ranging from the preparation of case papers for evidential purposes through to the preparation of tender/contract documents, audit reports, management reports, plus numerous local copying requirements, many of which derive from the necessity for various papers to be retained in hard copy form.

2. In the past, stand-alone analogue machines have been utilised, which have served their purpose well. However, the rapid change in technology affecting the photocopier market, whereby manufacturers are now ceasing production of analogue machines, in favour of digital multifunctional devices MFD's) means that this is now no longer an option.

3. The Department of Information (DoI) is conducting a study into the whole area of Metropolitan Police Service Print Strategy, taking into account printing, scanning, faxing and photocopying requirements. It is intended that it will examine business and technical opportunities afforded by MFD technology convergence and will also take into account the potential for shadowing the AWARE roll-out. In anticipation of this the current contract, which was originally awarded on 31 May 1996, has undergone a number of extensions, the current one being due to expire on 30 June 2002. Indications from the current contractor are that any further extension to the contract will be on terms not at all favourable to the MPS, with adverse implications for Value For Money. There is now a need for the requirement to be advertised via OJEC in order to ensure that a new contract is in place with a start date of 1 July 2002. The DoI will have more detailed input available for the procurement activity. The contract would be for three years with a possible extension of a further two years.

4. The estimated requirement for 1,100 machines on a rental basis is inclusive of support and maintenance. The flexibility offered by digital multifunctional devices offers not only the ability to be accommodated within the DoI Print Strategy, once it has been decided upon, but also the long-term possibility of a reduction in the MPS fleet of printers at locations where the latter and networked digital photocopiers coincide, with the (positive) ramifications for value for money that this would entail. These benefits will be identified further during the tender process.

5. Surrey Police has asked to participate in this exercise, with an estimated requirement of a further 65 machines. This would not only enhance MPS buying power (proportionately), but also improve liaison (from a purchasing perspective) with a neighbouring police service.

6. As this replacement contract has an estimated value over the EC threshold of £144,456 for the provision of services, an advertisement is placed in the official journal requesting expressions of interest. The expressions of interest are sifted and tenders issued to qualified companies. Tenders, when received, are opened under formal purchasing rules and are split for separate commercial and technical evaluations. The recommendation for award of contract will be placed before the committee in due course.

C. Financial implications

Financial details of the contract for the provision of self-user digital photocopiers are contained in a separate 'exempt report', to be considered at this meeting.

D. Background papers

None.

E. Contact details

Report author: David Clissold, Directorate of Procurement and Commercial Service, MPS.

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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