Issue details

Award the new contract for Multi Functional Devices as well as Print equipment across variety of Council's sites – KEY/5AUG19/01

With the approval of the Chairman of Growth, Environment, and Resources Committee, the special urgency procedure has been invoked to suspend the requirement to publish the decision for five days. This procedure has been invoked to ensure that the project can be implemented within very challenging timescales.  The new contract commencement is 1st of November which leaves only 2 months (September and October) to finalize the size of the fleet, arrange relevant IT resources and infrastructure, implement, manage change across the organisation and assure smooth exit/entry of the contract with the incumbent supplier. The decision to progress with this project was delayed due to the detailed negotiations with the supplier on: contract (lease and usage) charge, contract term, contract flexibility, other value added services provided to the Council free of charge. Furthermore the incumbent supplier (Konica Minolta East Solutions Ltd) provided the quote for the available 1 year extension which had to be explored and considered. This option was discarded due to the fact that reduced quarterly charge was offered based on 60% fleet reduction rather than lease charge reduction.


The Cabinet Member awarded a contract to Specialist Computer Centre Ltd for the Managed Print Services Provision (Multi - Functional Devices (MFD’s) for a period of up to five years for a sum of £86,912 per annum for machines lease and approx £72,000 per annum for usage (based on the 2018/2019 volumes and click charge of: £0.0022 mono and £0.022 colour).



Decision type: Key

Reason Key: Expenditure or savings greater than £500,000;

Decision status: Recommendations Approved

Notice of proposed decision first published: 05/07/2019

This decision will be taken under urgency procedures.

Decision due: September 2019 by Cabinet Member for Digital Services and Transformation

Lead member: Councillor Mohammed Farooq, Cabinet Member for Digital Services and Transformation

Lead director: Peter Carpenter

Department: Resources

Contact: Colin Arnold Ewa Klimek Senior Category Manager, Email: Colin Arnold, I.C.T. Manager, Email: Email:, Ewa Klimek, Senior Category Manager Email:

Consultation process

The internal fleet audit will be undertaken on 2nd, 3rd and 9th of June. Based on the outcome of the audit the decision will be made whether to progress with the new solution.

The consultation of all stakeholders on site will take place accordingly.
ICT has already been consulted.

Project management is engaged in the project.
Business Case to proceed with this project was signed off by Peter Carpenter, Colin Arnold and Serco Procurement team.

Relevant Scrutiny Committee: Growth, Environment and Resources Scrutiny Committee