Supply and maintenance of self-user photocopiers

Report: 21
Date: 27 September 2002
By: Commissioner

Summary

This report describes a formal competitive tendering exercise for the supply and maintenance of self-user photocopiers and recommendation for the award of contract.

A. Recommendation

That the Committee consider the recommendation for the award of contract for the supply and maintenance of self-user photocopiers for a period of up to five years.

B. Supporting information

Introduction

1. MPA approval was received on 6 December 2001 for fresh tender action for a replacement contract for the supply and maintenance of self-user photocopiers.

2. The requirement is for approximately 1100 digital multifunctional photocopiers acquired on a rental basis. It is expected that some of the devises will be connected to computer networks to enable them to be used as printers.

3. The contract when let will be in conjunction with Surrey Police force who have a requirement for 65 copiers. Surrey police have been involved in all aspects of the tender process and support this recommendation.

4. The contract when let will be for 3 years with the provision to extend for a further 2 years. The total contract value over five years exceeds the Commissioner’s delegated authority, and therefore requires approval by the MPA.

5. Procurement Services placed the OJEC advertisement, received the expressions of interest and evaluated them. In total 17 expressions of interest were received. These were evaluated against pre-set evaluation criteria. Of these companies, 10 were invited to tender, those being a cross representation of companies able to fulfil the requirement. 

6. This contract when let will support the MPS Network Print Strategy. Digital photocopiers are multifunctional and can be used as networked printers and scanners. It is intended that the MPS will incorporate these machines into the AWARE infrastructure to enable the MPS to benefit from the added utility that these devices offer and help achieve best value.

7. Members of Procurement Services, Surrey Police Procurement team and the Directorate of Information conducted the technical evaluation on behalf of the MPS. Personnel from Procurement Services evaluated the commercial responses and prices.

8. After all the tenders had been evaluated two companies were short-listed for the second stage of evaluation. The evaluation panel then visited both companies to hear presentations and view the equipment detailed on the tender. 

9. Two criminal justice units were then given the opportunity to experience the new technology first hand. Representatives from both units were invited to view the proposed ranges. Feedback from both visits was positive and users had the opportunity to view all of the new machines. Both sites were also provided with a copier to highlight the benefits on offer.

10. After the points raised in the meetings had been clarified final analysis of the tenders were concluded and the evaluation team are satisfied that the award of this contract will provide the MPS and Surrey Constabulary with an effective range of facilities at a price that represents best value.

11. There are numerous benefits to the MPS in awarding this contract. The over-riding business driver for this activity was to renew the obsolete MPS ‘analogue’ photocopier fleet with current ‘digital’ devices.

12. The digital devices bring additional functionality. They have the additional ability to afford network printing; scanning and also facsimile functionality. It is not envisaged to include facsimile functionality as it is intended to provide this via AWARE in due course.

13. The MPS Network Printing Strategy (prepared by the Directorate of Information (DoI) anticipates and is supportive of the potential afforded through this technology convergence. It is proposed that this be delivered via the AWARE platform with a concomitant reduction in the existing network printer fleet.

14. A short collaborative pilot is suggested to cover a number of ‘representative’ business units. Assuming a successful conclusion, a proposal will be prepared for assimilation of these devices into the AWARE infrastructure.
15. Integrating some or all of the digital possibilities regarding potential long-term savings arising from the reduction in the printer population and the increased flow of documents created through a digital photocopier. Creating documents in this way has substantial cost savings over traditional stand-alone and networked printers, using the copiers in this way will enable the MPS to achieve best value.

16. There are obvious similarities between this support service and that provided via ‘traditional’ network printers. It is intended that ongoing management of this contract should pass from Procurement Services to DoI so that a seamless service can be provided to end users.

17. The MPS current analogue copier fleet is now outdated and concerns have been raised over the effectiveness of the current service. This contract will see all of the old analogue copiers replaced with brand new digital equipment providing wide spread access to the latest technology.

18. The MPS has procured this requirement through a form of operating lease. This is favourable for a number of reasons. Digital photocopiers are expensive and to purchase all the equipment at the start of this contract would require a significant sum of money to be taken from capital budgets. Leasing allows the MPS to spread the cost over the life of the contract. Leasing also allows the Authority to upgrade and return unwanted equipment without penalty, which is essential for a requirement of this size. It also guarantees that equipment is replaced at the end of its operating life and ensures the MPS maintains a reliable and advanced copier fleet.

C. Equality and diversity implications

There are no equalities or race relations implications.

D. Financial implications

Financial details of the contract and the recommendation to award are contained in the separate linked exempt report to be considered at this meeting at agenda item 26.

E. Background papers

• None

F. Contact details

Report authors: Paul Bentley, MPS Procurement Services, John Redmond, MPS Directorate of Information.

For more information contact:

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

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