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Agenda Item No

 

The Vale of Glamorgan Council

 

Cabinet January 18th 2012

 

Director of Finance, ICT & Property

 

Corporate Printing Strategy

 

Purpose of the Report

1.             To obtain approval for delegated powers to award a contract for the supply of multi-functional devices.

Recommendations

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.

 

Background

2.             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.

3.             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 information.

4.             The contract is due to expire at the end of March 2012 and a new contract now needs to be let.

5.             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

6.             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.

7.             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.

8.             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 arrangements.

9.             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 the Council.

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 1st April.

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 implementation programme.

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 necessary.

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 made.

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 user.

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 used.

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 issues)

24.        The printing strategy will enable common functionality and printing costs to be established across the authority.

Corporate/Service Objectives

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

30.         Corporate Resources Scrutiny Committee.

Background Papers

Vale of Glamorgan Corporate Printing Strategy

Contact Officer

David Vining

Head of Strategic ICT

Officers Consulted

Neil Thomas – Procurement

Mike Walsh – Legal

Mike Bumford – Finance

Jacquie Jones – Education

Joanne Lewis – E & ER

Alan Jenkins – Head of Accountancy & Resource Management

Responsible Officer:

Sian Davies – Director of Finance, ICT & Property

 

 

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