Decision details
Decision Maker: Corporate Director (Finance & IT) & Section 151 Officer
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Purpose:
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our outdated Multi-Function Device (MFD) estate, with new, highly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outdated infrastructure on the Tendring estate by moving to the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.
Decision:
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 This includes replacing our outdated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.
Alternative options considered:
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.
Publication date: 23/03/2023
Date of decision: 23/03/2023
Accompanying Documents: