FOI24/25 011 MFD and Printing/Scanning Contracts

I would like to make a request for the following information relating to your current Multi-Functional Devices and printing/scanning services contract(s).

Please may you confirm:

1. What services are included in the contract(s)? (e.g. printing, scanning, copying)

2. Which supplier is delivering them? (If in-house, please confirm, if multiple providers please identify them)

3. If the supplier is not the manufacturer, which manufacturer are the devices?

4. How many contracts does this entail and what is the award value for each?

5. When do these contracts expire and do they have any extensions?

6. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?

7. What is the total number of devices supplied (split by Desktop Printer and Multi-Functional Device)?

8. What Print Management Software solution do you use?

9. How many Mono MFDs and Colour MFDs do you have?

10. How many mono printers and colour printers do you have

11. What document management solution do you use?

12. What High Volume printing devices do you use?

13. Were any framework agreements used to procure the goods/services? If so, which ones?

14. Any documentation you can provide me with, e.g. the order form

15. What department is managing the contract and who is the decision-maker?

16. How many Adobe Acrobat (standard, professional and reader) licenses do you have?

17. What is the annual cost?

18. When is the renewal date?

19. Who is responsible for the contract?

20. Do you use any other PDF editing tools?

21. Do you have a Hybrid Mail contract and if so, who is the supplier?

22. When is the contract end date for your Hybrid Mail contract?

23. Who at the Trust is responsible for the HM contract?

1. What services are included in the contract(s)? (e.g. printing, scanning, copying) –

The services are printing, scanning and copying.

2. Which supplier is delivering them? (If in-house, please confirm, if multiple providers please identify them) –

The supplier is Xerox

3. If the supplier is not the manufacturer, which manufacturer are the devices? –

See the answer to question 2.

4. How many contracts does this entail and what is the award value for each?

It entails one single contract for the supply of multi-functional devices to SQA

5. When do these contracts expire and do they have any extensions?

The expiry date is five years from installation with the option to extend for two years.  The initial expiry would late 2025, early 2026.

6. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?

Based on figures from 01/04/23-31/03/24 it is mono 1,093.450 and colour 8713.

7. What is the total number of devices supplied (split by Desktop Printer and Multi-Functional Device)?

The number of devices is 18 multi-functional devices and three desktop printers

8. What Print Management Software solution do you use?

We use Papercut print management

9. How many Mono MFDs and Colour MFDs do you have?

We have 15 mono MFDs and three colour mfd’s

10. How many mono printers and colour printers do you have – 

We have three mono printers

11. What document management solution do you use? –

We use Papercut print

12. What High Volume printing devices do you use?

Xerox 

13. Were any framework agreements used to procure the goods/services? If so, which ones? –

Scottish Government framework - SP–16–013

14. Any documentation you can provide me with, e.g. the order form –

Attached is a copy of the Variation Order. However, we have redacted the financial figures in the document as these are considered commercially sensitive under section 33 (1)(b)of the Act.

We are unable to provide the financial information as this could substantially prejudice the commercial interests of the parties involved. If the costs were to be released it would permit potential competitors to know the costs involved in the contract and it could have an adverse effect on any tenders for this in future as it would allow a potential competitor to know the financial situation of the current contract holder, giving an unfair advantage in the process.

When a section 33 exemption is being applied, a public authority must undertake the public interest test.

Whilst it is understood that the costs involved in the contract may be of interest to the public, it would also be of great interest to any potential competitors for the contract.

However, it is in the public interest that the commercial interests of the relevant parties, and in particular the current contract holder, are not substantially prejudiced by information being placed in the public domain that may have an impact on the tender process. Providing the costs would allow competitors to have sensitive financial information and this would have an adverse effect on the current contract holder and as a result, the SQA’s business. It is also the case that any tender process must be carried out in a manner that is equal for all parties and placing this information in the public domain would substantially adversely effect that process. It is considered that the public interest is better served in preserving the commercial interests of SQA.

Accordingly, the public interest in disclosing the information is outweighed by maintaining the exemption.

15. What department is managing the contract and who is the decision-maker?

The Facilities team work with Procurement. Facilities evaluate the technical / quality aspects of the submissions and procurement look at the pricing submitted.

16. How many Adobe Acrobat (standard, professional and reader) licenses do you have?

We have 365

17. What is the annual cost?

The annual cost is £33k

18. When is the renewal date?

It is renewed annually through the Scot Gov SVAR framework.

19. Who is responsible for the contract?

The IT Dept is responsible.

20. Do you use any other PDF editing tools?

Adobe is the main editing tool used.

21. Do you have a Hybrid Mail contract and if so, who is the supplier? –

SQA uses the Scot Gov mail contract with Royal Mail

22. When is the contract end date for your Hybrid Mail contract?

n/a

23. Who at the Trust is responsible for the HM contract?

n/a

FOI24/35 011 Information Sheet (3.53 MB)