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FREEDOM OF INFORMATION REQUEST REFERENCE NO: 1058-2023
I write in connection with your request for information which was received on 17th November 2023, regarding Multi-Functional Devices and printing/scanning services contract(s).
Please find the Warwickshire Police response set out below.
Response:
What services are included in the contract(s)? (e.g., printing, scanning, copying)
Q1 response: Rental, printing and copying.
Which supplier is delivering them? (If in-house, please confirm, if multiple providers please identify them)
Q2 response: Ricoh UK Limited.
If the supplier is not the manufacturer, which manufacturer are the devices?
Q3 response: Not applicable.
How many contracts does this entail and what is the award value for each?
Q4 response: Two contracts, the combined value is approximately £65000.
When do these contracts expire, and do they have any extensions?
Q5 response: The contracts expire on 30th September 2024, there are no further extensions available. Please be advised that details of these contracts are available in the public domain via the below link, and by selecting Warwickshire Police as the organisation and Ricoh UK Limited as the supplier, or by entering references 10401a and 10401b into the contract refence field.
What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
Q6 response: No information held. The printers do not have this reporting function.
What is the total number of devices supplied (split by Desktop Printer and Multi-Functional Device)?
Q7 response: 7 desktop printers and 98 multi-functional devices.
What Print Management Software solution do you use?
Q8 response: Follow Me Printing.
How many Mono MFDs and Colour MFDs do you have?
Q9 response: 98
How many mono printers and colour printers do you have
Q10 response: All have colour provisioning.
What document management solution do you use?
Q11 response: Streamline.
What High Volume printing devices do you use?
Q12 response: Not applicable.
Were any framework agreements used to procure the goods/services? If so, which ones?
Q13 response: Yes, Crown Commercial Service, via RM3781 Lot 1, Fleet MFDs 37220.
Any documentation you can provide me with, e.g., the order form.
Q14 response: Documentation in relation to this framework is available within the public domain, and is therefore exempt from disclosure by virtue of section 21 – ‘Information Reasonably Accessible by Other Means’. Please see the below link for information:
What department is managing the contract and who is the decision-maker?
Q15 response: Contracts and Procurement, James Viggers.
How many Adobe Acrobat (standard, professional and reader) licenses do you have?
Q16 response: 580.
What is the annual cost?
Q17 response: Approximately £17,700.
When is the renewal date?
Q18 response: 19th April 2026.
Who is responsible for the contract?
Q19 response: Digital Services.
Do you use any other PDF editing tools?
Q20 response: No.
Do you have a Hybrid Mail contract and if so, who is the supplier?
Q21 response: No.
When is the contract end date for your Hybrid Mail contract?
Q22 response: Not applicable.
Who at the Trust is responsible for the HM contract?
Q23 response: Not applicable.
Contract expiry date for print room? Including any potential extensions
Q24 response: We do not have a print room; this function is outsourced to PSL Print Management. The contract expiry date is 31st October 2026. For further information please view contract reference WP22-0048 at the below link:
How do you intend to engage with the marketplace for a new print contract?
Q25 response: All our procurements are planned 6 to 12 months in advance of expiry. Depending on the nature and value of the requirement we will either run an open tender, a mini competition, or a direct award from a framework. We advertise opportunities via the Find a Tender Service and Contracts Finder via the Gov.uk website, and along with other Bluelight organisations, via the InTend eTendering portal which is free to register with. Once registered it is possible to submit bids.
Every effort has been made to ensure that the information provided is as accurate as possible.
Your attention is drawn to the below which details your right of complaint.
Should you have any further enquiries concerning this matter, please write or email the Freedom of Information Unit quoting the reference number above.
Yours sincerely
Freedom of Information Officer
Freedom of Information Unit
Warwickshire Police
PO Box 4
Leek Wootton
Warwickshire
CV35 7QB