Decision details

This Officer decision is the renewal of the managed Multi-Function Devices (MFD’s), Print and Digital Workflow Software Services and Managed Print Service Provision with Xerox (UK) Limited (our existing supplier). This includes replacing our outdated Multi-Function Device (MFD) estate, with new, highly secure devices for a total of 60 months.
In addition to value-for-money, key to this decision is the flexibility the managed contract will supply and the option to bring all Xerox contracts under one offering. The council currently has two contract provisions with Xerox, one for the corporate fleet and one for the print unit. To ensure cost effectiveness and value for money whilst ensuring the resilience of this key communications channel, the decision to consolidate these contracts was taken.
The renewal of the contract will also ensure we removed old and outdated infrastructure on the Tendring estate by moving to the Xerox cloud. This will not only reduce the infrastructure costings for the Tendring estate (as well as associate costs ie power, lighting, air-conditioning etc), it will also ensure the infrastructure associated to the Xerox fleet is moved to a newer, highly resilient version of the Operating system and infrastructure to further enhance our cyber security threshold.
The contract renewal has been through direct award through the UK government Crown Commercial Services framework (RM6174 – Lot 2) which is fully compliant with the Council’s Procurement Procedure Rules.
The contract will continue to be paid through existing IT budgets.

To renew the managed Multi-Function Devices (MFD’s), Print and Digital Workflow Software Services and Managed Print Service Provision with Xerox (UK) Limited our existing supplier. This includes replacing our outdated Multi-Function Device (MFD) estate, with new, highly secure devices for a total of 60 months through direct award via the UK government Crown Commercial Services framework (RM6174 – Lot 2).
The contract value is £27,676 per annum paid for through existing budgets.

Options
1)Doing nothing is not an option.
2)A tender process would be very resource intensive and in this instance is highly likely to:
a) Increase costs even if the incumbent contractor is successful. Current contract renewal quotes suggest increase of 20% typically.
b) Result in a period of considerably reduced support performance with a new provider ‘getting up to speed.
c) Paying higher fees for older devices.
3)Renew the contract to the incumbent supplier through a recognised Framework Agreement ensuring Value for money.