035/2013 – Multi-functional devices and printing contract – 11 April 2013

Executive Summary and recommendation:

North Yorkshire Police current have a contract with Konica Minolta for the provision of Multi-functional devices.

The current contract expired in February 2013, and work has been ongoing with Regional Procurement colleagues and the NYP District Account Managers to review the NYP printing arrangements to ensure that the force can secure best value through its contracts and procurement activity.

This paper recommends that NYP enters into a new contract with Konica Minolta for the next 5-years as part of a Regional procurement exercise and secures the advantages and savings that will arise from the new contract.

Police and Crime Commissioner decision: approved

Signature Date 11 April 2013
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

North Yorkshire Police current have a contract with Konica Minolta for the provision of Multi-functional devices.

The current contract expired in February 2013, and work has been ongoing with Regional Procurement colleagues and the NYP District Account Managers to review the NYP printing arrangements to ensure that the force can secure best value through its contracts and procurement activity.

The Regional Procurement Team undertook extensive market research which identified a GPS Framework available for the supply of MFD’s, which would allow for the continuation of existing contractual arrangements, thereby eliminating any cost of change. A robust negotiation process followed with Konica Minolta which resulted in additional benefits for the YatH Regional Forces. Following approval of an exception to normal procedures, this legal route to market allowed a direct award to be made to Konica Minolta.
Work has been ongoing between Konica and NYP to review and determine the requirements for
Multi Functional Devices, printers and fax ability within NYP. As part of the work, consultation has been undertaken with the District Account Managers to ascertain where efficiencies could be achieved (in respect of the number within each facility).

The outcome of this work is that NYP can enter into a new contract with Konica for the provision of MFDs and printers. There will be financial benefits associated with the new contract, which have been estimated to be circa £54,057 per annum based on current utilisation.

Entering into the new contract will involve a replacement of the current printing devices, and an implementation plan is currently being ‘worked up’ in consultation with Konica.

In addition to realising an annual saving, based primarily on the print cost, there will be savings realised as a direct result of rationalisation of equipment. For example, we will be able to replace 3 devices, a black and white printer, a colour printer and a fax machine with a single machine that can provide all three functions.

All of the new machines supplied will operate using standardised consumables (i.e. toner cartridges etc).

The Support Services will be provided by Konica as part of the contract, which should reduce the demand on the current IT Service Desk, with a 4 hour SLA response time.
Due to the advances in technology there is an expectation that the new equipment will resulted in a reduction in carbon footprint/emissions; thus supporting the organisation in improving its ‘green credentials’. As part of the contractual arrangements Konica will report and assess on the carbon reductions/efficiencies achieved as a result of the implementation.

Matters for consideration

There is an ongoing requirement to provide printing, scanning and fax facilities for the organisation. The current contract has expired as at February 2013, and by entering into this new Regional contract we will ensure continuity of printing facilities, secure a reduction in demand placed on our internal IT Service Desk, secure improved equipment, a financial saving of approximately £54k per annum and a reduction in carbon footprint.

Other options considered, if any

Other options have not been considered.

Contribution to Police and Crime Plan outcomes

This proposal contributes to the Police and Crime Plan outcomes by ensuring that we have fit for purpose printing infrastructure, that will also reduce costs and reduce our carbon footprint. The regional procurement involvement has deliver a cost benefit to the force through collaboratively securing this new contractual arrangement (Goal 4: Fit for the Future).

Consultations carried out

Consultation has been carried out with the District Account Managers regarding the requirements of the individual locations throughout the force.

Financial Implications/Value for money

The total contract value for NYP is estimated to be £200,000 pa. This proposal will realise a saving against the current contract of approximately £54,000 per annum, on the assumption that most of the remaining standalone printers are removed. £29,000 of this saving has already been removed from the budgets for 2013/14 onwards and the remaining £25,000 (pro rata to the contract start date) will be captured once the contract is renewed.

Legal Implications

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Deputy Force Solicitor is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.