FOI2022/00283: BGS MFDs and Printing/Scanning Services Contracts - IDA 288374
Case reference FOI2022/00283
Published 30 September 2022
Request
Request Received: 1 September 2022
Dear British Geological Survey,
I would like to make a request for the following information relating to the authority's current Multi-Functional Devices and printing/scanning services contract(s)
1. What services are included in the contract(s)? (e.g. printing vs scanning etc)
2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
3. How many contracts does this entail and what's the award value for each?
4. When do these contracts expire and do they have any extensions?
5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
6. What is the total number of devices supplied?
7. What Managed Print Service software solution do you use?
8. How many Mono MFDs and Colour MFDs do you have?
9. What document management solution do you use?
10. What High Volume printing devices do you use?
11. Were any framework agreements used to procure the goods/services? If so, which ones?
12. Any documentation you can provide me with, e.g. the order form
13. What department is managing the contract and who's the decision-maker?
14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
15. What is the annual cost?
16. When is the renewal date?
17. Who is responsible for the contract?
18. Do you use any other PDF editing tools?
Response
Response Sent: 30 September 2022
BGS ref: IDA 288374
Thank you for your enquiry relating to our current Multi-Functional Devices and printing/scanning services contract(s), which we have considered under the terms of the Freedom of Information Act.
1. What services are included in the contract(s)? (e.g. printing vs scanning etc)
We do not have a service contract for printing and scanning services (i.e. provision of scanning and printing) or for printer maintenance (which is carried out under warranty). Some scanner maintenance services are carried out under contract and some under warranty.
2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
Printing and scanning is carried out in-house. If required, external scanning projects are taken out to tender or obtained via an existing framework through the UK Shared Business Service.
Scanner maintenance service contracts are provided by Allied, Canon, Response Tech Services Ltd and Clovergold.
3. How many contracts does this entail and what's the award value for each?
Five Contracts:
- Allied (£1194)
- Canon (£2010)
- Response Tech Services Ltd (£1077)
- Response Tech Services Ltd (£950)
- Clovergold (£2520)
4. When do these contracts expire and do they have any extensions?
- Allied (April 2023)
- Canon (Dec 2022)
- Response Tech Services Ltd (Oct 2022)
- Response Tech Services Ltd (2023)
- Clovergold (Mar 2023)
More detailed information relating to specific contract details, e.g. possible extensions, may be held by UK Shared Business Service.
5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
Volumetric data is not recorded
6. What is the total number of devices supplied?
The above scanner maintenance contracts apply to 12 scanners.
7. What Managed Print Service software solution do you use?
None
8. How many Mono MFDs and Colour MFDs do you have?
Eight
9. What document management solution do you use?
Objective
10. What High Volume printing devices do you use?
HP M880 MFPs
11. Were any framework agreements used to procure the goods/services? If so, which ones?
Technology Products 2 (TP2) to procure printers
12. Any documentation you can provide me with, e.g. the order form
None held - records of orders are held by the UKSBS (UK Shared Business Service). BGS doesn't hold copies of past orders.
13. What department is managing the contract and who's the decision-maker?
Scanner maintenance contracts are managed by the National GeoScience Data Centre. The decision maker is the Data Accession and Registration Manager
14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
Standard/reader: Free to download and all staff have access (approx. 600+ staff) - Professional Academic: 135 licenses
15. What is the annual cost?
Professional Academic: £19,912.50 +VAT
16. When is the renewal date?
July 2023
17. Who is responsible for the contract?
The BGS Licence Manager
18. Do you use any other PDF editing tools?
No
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Head of Information Governance
Email: foi@ukri.org or infogovernance@ukri.org
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Regards
The BGS Enquiries Service
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