FOI release

SIA contracts for multi-function devices, print and scan services

Published 23 June 2023

1. Request

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

1. What services are included in the contract(s)? (e.g. printing vs scanning etc)
2. Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)
3. How many contracts does this entail and what’s the award value for each?
4. When do these contracts expire and do they have any extensions?
5. What is the annual volumetric data (split by Annual Mono and Annual Colour print)?
6. What is the total number of devices supplied?
7. What Managed Print Service software solution do you use?
8. How many Mono MFDs and Colour MFDs do you have?
9. What document management solution do you use?
10. What High Volume printing devices do you use?
11. Were any framework agreements used to procure the goods/services? If so, which ones?
12. Any documentation you can provide me with, e.g. the order form
13. What department is managing the contract and who’s the decision-maker?
14. How many Adobe Acrobat (standard, professional and reader) licenses do you have?
15. What is the annual cost?
16. When is the renewal date?
17. Who is responsible for the contract?
18. Do you use any other PDF editing tools?

2. Response

I can confirm that the SIA does hold this information. A response to each question has been provided below in turn.

2.1 Question 1

Lease of MFD’s which provide, printing, scanning and photocopying functionality as well as the print management software that manages print/scan jobs that the MFD’s process.

2.2 Question 2

XMA Print Solutions.

2.3 Question 3

1 contract, £18,846.08.

2.4 Question 4

31 March 2024 with no extension.

2.5 Question 5

Model	Mono Read Last 12 months	Colour read Last 12 months
TASKalfa 6054ci	66,872	18,270
TASKalfa 6054ci	1,692	1,629

2.6 Question 6

2 devices.

2.7 Question 7

XMA Pull Print.

2.8 Question 8

2 colour MFD’s.

2.9 Question 9

Microsoft SharePoint.

2.10 Question 10

The same 2 MFD’s.

2.11 Question 11

CCS Framework RM3781 Lot 2 Multifunctional Devices and Print Management Services.

2.12 Question 12

Further information can be found here: Awarded - SIA 802 - IT Software and Licencing Contract 2023-2025 - Contracts Finder.

2.13 Question 13

Technology team, Head of ICT Operations.

2.14 Questions 14 and 15

This information is exempt from disclosure under 43(2) of Freedom of Information Act 2000 because it is commercially sensitive. Section 43(2) of the FOIA relates to information that would, or would be likely to, prejudice the commercial interests of any person (including the public authority holding it). In deciding whether the release of this information would or would likely, prejudice someone’s commercial interests, I have applied the prejudice test.

Applicable interests

Disclosing this information in respect of spend would likely have a negative consequence on the competition of the open procurement tender process between bidders.

The disclosure of the use of specifications or brands of supplier must not be used to create obstacles to competition or derogate from a lawful public procurement exercise – its disclosure would have a negative consequence on the competition of the open procurement tender process between bidders. As regards the performance or functional requirements of goods, the technical specifications must be set out precisely and clearly. However, a technical specification must not refer to a ‘specific make’, patent, trademark (or brand) where the effect of that is to prejudice certain potential bidders or products.

Therefore, if the SIA publishes what brand or supplier we use and our annual spend, this may affect or prejudice potential bidders or products from fairly competing.

Nature of prejudice

The SIA has envisaged that the prejudice would be real as the disclosure of this information would lead to disadvantaging the commercial interests of the SIA. Certain bidders would be given a commercial advantage over other bidders which does not create an open, fair and transparent process in line with Principles of Procurement.

As a result of these two factors, the SIA is of the view that there is a likelihood of the occurrence of the prejudice happening should the commercially sensitive information be disclosed. It would affect the SIA’s commercial interests in the event of open tender.

In respect of brand, as a public body, we do not specify the brand of supplier in our requirements when going out to market. We must be as fair and open as possible to all suppliers. The Public Contract Regulations 2015, SI 2015/102, regulation 42 permits contracting authorities to set out technical specifications with which bids for public contracts must comply. However, such specifications should not be a disguised means of protectionism or favouritism.

The SIA has also considered the public interest test when applying this exemption. We acknowledge there is a public interest in allowing the public access to our documents in respect of this subject matter because it allows for the SIA as a public body to remain open and transparent, contributing to public confidence in us as a regulator. It would also enable the public to better scrutinise how public money is spent and how public contracts must comply with certain specifications. However, the SIA considers that withholding the information outweighs the public interest in disclosure in this case. This is because the SIA would not be able to maintain a competitive negotiating position when a tendering process is live for a particular contract, and therefore the disclosure of the information would likely prejudice the commercial interests of the SIA for the reasons stated in the above test. In addition to this in respect of brand and specifications, the SIA must comply with the Public Contract Regulations 2015, SI 2015/102 to ensure that ‘specific make’ is not disclosed where it could prejudice certain potential bidders or products.

2.15 Question 16

Our software licensing contract is live until March 2025.

2.16 Question 17

This contract is delivered by Phoenix Software Limited managed by Procurement and IT teams.

2.17 Question 18

No.

[Reference: FOI 0419]