Technology used at Herefordshire Council
Case reference FOI2023/01211
Published 7 August 2023
Request
Please can you provide FOI details for information below:
1. Please state the number of printing devices currently in use within the Service; including MFDs, single function printers, photocopiers and print room devices and how long these agreements are for in years and when the next review will be?
2. What percentage of your fleet of MFds/printers is in colour vs mono and what are the models in use?
3. In terms of usage, what is your monthly page volumes for both mono & colour?
4. Who are the main manufacturers or resellers for the MFDs/photocopiers/printers/Print production devices in use at the service?
5. Who are the main supplier(s) of printer consumables (Toner, spares, etc)?
6. Who is your preferred channel partner, if any for supply of PCs and laptops, and how many of each does the service currently have in use, and when do you expect to review any of these to be replaced?
7. What is the approximate spend on printers, photocopying agreements, rental or lease agreement and/or rentals and service charges during the last financial year?
8. What is the length of the MFD, stand alone printers and print room device contracts in place, and can you confirm these are Financial Operating agreements?
9. What are the start and end dates for all printers/MFDs/Print room contracts within your organisation?
10. Which procurement route or framework was used to procure this solution and what Framework would the service expect to use next?
11. The named person and their role in your organisation who is in charge of the procurement for printing and any managed print or IT contracts?
12. Does the service use any Print Management software, if yes, please confirm the product name, who supplies it and when does the current contract or licencing end?
13. Who supplies your current CCTV services across the Service and when will you next review, and who is the lead contact please?
14. Please can you confirm the number of Adobe or other PDF software solution licences being used across the business?
15. Does the service currently use any Audio Visual/LED/LCD displays, interactive touch screen or Teams meeting room hybrid video conference facilities, and if yes, please can you confirm the number of devices, manufacturer, and any term of agreement in place for rental/lease and any maintenance agreements in use and the end date?
16. Who does the service use for all office supplies, (paper, stationary, inkjet/laser cartridges etc) and please can you advise on the average annual spend across the service?
Response
Please can you provide FOI details for information below:
1. Please state the number of printing devices currently in use within the Service; including MFDs, single function printers, photocopiers and print room devices and how long these agreements are for in years and when the next review will be?
There are 78 printing devices currently in use within the service. The agreements are for five years (standard contract for leasing printers) and due to end on 30th June 2024.
2. What percentage of your fleet of MFds/printers is in colour vs mono and what are the models in use?
We do not hold the information as a percentage of colour vs mono printers, however the models used are as follows:
a) IMC3000
b) IMC4500
c) IMC5500
d) IMC5500A
e) MPC307SPF
f) MPC8003
g) SP371ODN
3. In terms of usage, what is your monthly page volumes for both mono & colour?
Approximately:
Mono - 127,122
Colour - 96,395
4. Who are the main manufacturers or resellers for the
MFDs/photocopiers/printers/Print production devices in use at the service?
Ricoh.
5. Who are the main supplier(s) of printer consumables (Toner, spares, etc)?
Ricoh.
6. Who is your preferred channel partner, if any for supply of PCs and laptops, and how many of each does the service currently have in use, and when do you expect to review any of these to be replaced?
There is no preferred channel partner for purchasing IT equipment. There are approximately 129 PC's in use and 1521 laptops. The IT device replacement programme is an ongoing/rolling set of works which occurs every year.
7. What is the approximate spend on printers, photocopying agreements, rental or lease agreement and/or rentals and service charges during the last financial year?
Approximately £17,000 per annum.
8. What is the length of the MFD, standalone printers and print room device contracts in place, and can you confirm these are Financial Operating agreements?
5 years - Standard contract for leasing printers.
9. What are the start and end dates for all printers/MFDs/Print room contracts within your organisation?
Start date: 1st Jul 2019
End date: 30th June 24
10. Which procurement route or framework was used to procure this solution and what Framework would the service expect to use next?
Contract was awarded through Crown Commercial Services RM3781 LOT 2. It is currently unknown what route to market/how this contract will be renewed on expiry.
11. The named person and their role in your organisation who is in charge of the procurement for printing and any managed print or IT contracts?
Any enquiries can be sent to ICTContracts@hoopleltd.co.uk where a member of the contracts team will pick up and action the request.
12. Does the service use any Print Management software, if yes, please confirm the product name, who supplies it and when does the current contract or licencing end?
Reports Manager which is part of the Ricoh contract the contract expires 30th June 2024.
13. Who supplies your current CCTV services across the Service and when will you next review, and who is the lead contact please?
With regards to public space CCTV, maintenance is with OpenView Security Solutions and is in contract until 31st March 2026 without extensions. Monitoring is with Enigma CCTV and is in contract until 31st August 2025 without extensions.
The lead contact for public space CCTV contracts is Debbie Turner.
Herefordshire Council's Property Services department deal with building CCTV and they have confirmed that Sentinel Security Systems undertake CCTV servicing for installations. No review date has been formally agreed but it would be likely circa June 2024.
The lead contact within Property Services is GianCarlo Paganuzzi.
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14. Please can you confirm the number of Adobe or other PDF software solution licences being used across the business?
53.
15. Does the service currently use any Audio Visual/LED/LCD displays, interactive touch screen or Teams meeting room hybrid video conference facilities, and if yes, please can you confirm the number of devices, manufacturer, and any term of agreement in place for rental/lease and any maintenance agreements in use and the end date?
Yes, please see the attached spreadsheet. The end date is 1st July 2026 including extensions.
16. Who does the service use for all office supplies, (paper, stationary, inkjet/laser cartridges etc) and please can you advise on the average annual spend across the service?
We do not have a preferred supplier. For the year 2022-2023 the average spend was £23,786.96.
Documents
This is Herefordshire Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
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