Decision details

The Cabinet considered a confidential report of the Director of Digital which advised the Council’s XEROX UK LTD MFD print solution contract was approaching the end of its current procured contract, which has been running for 60 months since April 2021. A request was made to approve a new 3-year agreement including a +1 +1 extension with Xerox UK LTD via a procurement compliant Framework Agreement: CCS framework agreement RM6361. Continuing with XEROX UK LTD would maintain essential printing, scanning, and copying services while reducing the fleet size based on usage data, promoting paperless operations, and aligning with the council's digital transformation goals.

The Xerox MFD fleet has provided reliable document management services, but evolving work patterns, including increased remote working and digital adoption, have reduced usage. Approval is sought to enter into a 3-year term (with options for review), incorporating a 30% reduction in devices informed by usage statistics.

Resolved:

That the Cabinet approves a new 3-year term Call off Contract procured via Crown Commercial Services Framework RM6361 Lot 2, Direct award. The continuation with Xerox for the of MFD with a reduced fleet as detailed in section 4, of the Director of Digital’s confidential report.