Decision details
Approval to Vary and Extend the Contract for Printing Services (Recordable Officer Decision)
Decision Maker: Strategic Director - Customer and Digital Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Purpose:
The decision concerns the variation and extension of a contract for Printing and Multifunctional Devices with Ricoh (UK) Limited, in accordance with Contract Standing Order 112.
Decision:
That the Strategic Director of Customer and Digital Services:
i) Approves a variation to the current contract with Ricoh (UK) Limited to amend the pricing structure for multi-functional devices away from a per click only basis to a machine rental plus a click charge for usage costs.
ii) Approves an 18 month extension of the office printing services (multifunctional devices) element of the contract with the option remaining to extend bulk printing, hybrid mail and print room services.
Reasons for the decision:
The proposed variation to the pricing model will enable full transparency of the costs within the contract. The events of the last 9 months have shown that print volumes can vary significantly. The revised pricing structure will enable a fair charging basis for the remainder of the contract. The transparency of machine costs will enable the councils to value and take immediate savings if machine numbers are reduced in the future.
The extension will enable the late implementation of the Southwark requirements without an increase in the machine costs, and the machine costs for the other organisations to be kept to a minimum.
Alternative options considered:
Officers considered continuing with the original pricing mechanism but concluded that it would not deliver best value for money for the organisations that use it.
Officers considered not extending the contract but concluded that it would not deliver best value for money for the organisations that use it.
Interests and Nature of Interests Declared:
None.
Cabinet/Committee Decision or Scheme of Delegation: Delegated authority
Parties Consulted: The relevant Shared Service Borough stakeholders have been consulted in relation to this proposed extension and variation.
Contact: Philippa Brewin, Senior Category Manager, Procurement Email: philippa.brewin@brent.gov.uk Tel: 020 8937 1733.
Publication date: 22/01/2021
Date of decision: 21/01/2021