Agenda Item No
The Vale of Glamorgan Council
Cabinet January 18th 2012
Director of Finance, ICT & Property
Corporate Printing Strategy
Purpose of the Report
To obtain approval for delegated powers to award a contract for the
supply of multi-functional devices.
That delegated authority is granted to the
Director of Finance, ICT & Property in consultation with the
Leader to award the tender to the winning supplier.
That a new contract is awarded.
Reasons for the Recommendations
To allow the award of the contract.
To have an appropriate contract in place for
the supply of multi-functional devices to maintain the ability to
print in a cost effective and efficient manner.
Cabinet endorsed the Corporate Printing Strategy in April 2008 and
a tender was subsequently let for the supply of multi-functional
devices which have been in operation for the last three years.
The basic tenets of that strategy still hold true and this second
contract should enable the council to drive efficiencies and cost
savings. The main advantages of this strategic approach are to
reduce the overall number of devices in use to save office space,
reduce power costs, reduce wasted paper, enforce duplex printing,
to control colour printing and to enable better management
The contract is due to expire at the end of March 2012 and a new
contract now needs to be let.
A project board has been established following the Corporate
Project Management Methodology and the tender documentation is now
ready to be published. The project sponsor is the Head of Strategic
ICT, the project Manager is the ICT Infrastructure Manager and the
project board consists of representatives from finance, legal,
procurement and senior users.
Relevant Issues and Options
The previous contract focussed on the five main buildings used by
the Council and included the Civic Offices, Haydock House,
Provincial House, the Docks Offices and the Alps Depot.
It is now intended to expand the use of these devices to nine other
council offices such as Hen Goleg, Court Road Depot and Ty Jenner
and to allow schools to procure devices through the contract.
Over the last three years the Council has greatly reduced the
number of printers, scanners and photocopiers in use in the five
buildings covered by the contract, but there are still further
reductions that can be made in these buildings and also in the new
buildings that it is proposed to cover with the new contract.
A record of those printers removed as part of the new contract will
be maintained in addition to those removed under the current
A full survey of the buildings to be covered by the new contract
has been undertaken by ICT staff and a schedule of proposed devices
for each location has been prepared following consultation with
staff which will form the basis of the tender. Having had a
contract in place for the last three years we now have much more
information about the volume of printing that takes place across
10. Consultation has
taken place with other local authorities in the region, but it has
not been possible to find a collaboration partner at this time with
which the contract could have been shared.
11. The project board has
agreed to go out to tender for a lease of the agreed schedule of
devices and software to allow centralised print queues, follow me
printing and rules based printing. The lease could be funded
internally or directly with the winning supplier depending on which
option is the most cost effective for the Council.
12. It is proposed to
publish the tender as soon as possible in the New Year and award
the contract in time to allow for implementation from the
13. If a different
manufacturer is chosen to the one currently in place, a training
programme for users will be established as part of the
Resource Implications (Financial and Employment)
14. All of the devices
leased as part of the current contract will be returned to the
supplier. Agreement has been reached to extend the existing
contract for one quarter on the existing terms if that should be
15. As it is intended to
lease the devices there is no capital cost, but the lease costs
will be recharged to users through a click rate as with the
existing contract so that users only pay for what they print. Users
will be able to use their door access cards to log on to the
devices and record the number of prints or copies that are
16. The £132,460 costs of
the current 72 multifunction devices are recharged to users by the
departmental accountants based on the number of prints per
17. Given recent tenders
in other Welsh local authorities it is expected that the click rate
achieved through this tender should be lower than the current
charge. The lease costs are expected to be lower on a pro rata
basis from the current charges, however as it is intended to have
more multi-functional devices than we currently have to provide a
service to the nine other locations the overall costs may be
higher. These would be offset by the savings from the overall
reduction in printer numbers, etc.
18. The continuation of
the use of these devices helps the Council to achieve other
objectives such as carbon management and sustainability and will
also assist with other corporate projects such as the Space Project
as it will reduce the number of devices in use and therefore save
on space, power and the amount of paper and consumables being
19. A report being
prepared on proposals for the reduction of Carbon Emissions
suggests that a reduction to 20 printers per floor of the Civic
Offices could save up to 9.1 tonnes of CO2 emissions and over 16000
kilowatt hours in a year.
20. Managers will be able
to receive reports showing who is printing what in their
departments allowing them to challenge the printing charges made to
their service area.
21. The management
software will allow further control over the ability to print in
colour which should help to further reduce the amount of colour
printing which is more expensive.
Legal Implications (to Include Human Rights Implications)
22. The Council will need
to enter into a contract for the lease and maintenance of the
multi-function devices. A representative from legal has been a
member of the project board.
Crime and Disorder Implications
23. There are no
Crime and Disorder implications for this report
Equal Opportunities Implications (to include Welsh Language
24. The printing strategy
will enable common functionality and printing costs to be
established across the authority.
25. To exercise robust
financial management and explore all opportunities to improve
efficiency and service quality including collaborative working.
26. To deliver
cost-effective support and service desk function to monitor
performance, meet customer needs and communicate effectively.
27. To deliver OneVale,
the Council’s transformational change programme and to put
information and communications technology (ICT) to its most
effective use in order to support service delivery.
Policy Framework and Budget
28. This is a
matter for decision by Cabinet.
Consultation (including Ward Member Consultation)
29. Extensive staff
consultation has taken place as part of the survey.
Relevant Scrutiny Committee
Resources Scrutiny Committee.
Vale of Glamorgan Corporate Printing
Head of Strategic ICT
Neil Thomas – Procurement
Mike Walsh – Legal
Mike Bumford – Finance
Jacquie Jones – Education
Joanne Lewis – E & ER
Alan Jenkins – Head of Accountancy &
Sian Davies – Director of Finance, ICT &