Print Estate Overview - Find a freedom of information request

I would be grateful if you could please assist with the following Freedom of Information request.

Could you kindly provide information in response to the questions below?

A. Print Estate Overview

1) What is the total number of photocopiers, multi-functional devices (MFDs), single-function printers, and dedicated print room devices currently in use across the organisation? Please include:

a) The manufacturer of each device and models in use

b) The current supplier or service provider

c) Print management software in use: ie, PaperCut, Vasion Print, HP Secure Print, SafeQ

2) Do you utilise any other types of printers such as the below list, and if yes, please provide details of the numbers, manufacturer and supplier details:

a) Wide format printers

b) Label printers

c) ID badge printers

d) Braille printers

B. IT and Print Supply Chain

3. Please list all Print and IT resellers or suppliers you currently engage with for:

a) Toners and consumables

b) Parts and servicing

c) Procurement of laptops, PCs, tablets, and other end-user devices

4) What are the contract durations (start and end dates) associated with each of the above suppliers?

C. Technology Refresh Cycles and Hardware Estate

5. When is your next scheduled refresh or renewal for:

a) Print hardware

b) End-user computing devices

c) Core IT infrastructure

6) Who is your current supplier for print and MFD devices deployed across your estate?

7) Which brands of devices are currently deployed for print and end user computing (e.g. HP, Samsung, Epson, Dell, Apple, etc.)?

D. Procurement Routes

8. How were the above devices and services procured?

a) Was this via a public sector framework, open tender, or another route?

b) If procured via a framework, please specify the framework name and whether this was through a mini-competition or direct award.

E. Spend and Volumes

9. What is the annual spend on printing (including both hardware and ongoing costs such as consumables and servicing)?

10. What is your annual print/copy volume (approximate if necessary)?

11. What is your approximate annual spend on ICT hardware, including:

a) Laptops and PCs

b) Monitors, displays, and signage

c) Audio visual equipment (including touch screens)

d) Visitor management systems

e) Tablets and mobile devices

F. Key Contacts

12. Who is responsible for managing your print/MFD estate and related contracts? - Please provide job title(s) and, where available, contact information.

13. Who is responsible for the procurement and management of end-user computing devices (laptops, PCs, Macs, tablets, etc.)?

a) Please provide job title(s) and, where available, contact information.

I can confirm that the information requested is held by Lincolnshire County Council. I have detailed below the information that is being released to you.

1. 205 MFD’s

a) 1 x Ricoh Pro 8300,

66x HP E78625DN,

36 x HP E87750DN,

5 x HP E87770DN,

98 x HP X58045DN

b) HP Apogee

c) Papercut

2.a) Wide format printers All Standard HP printers can print up to A3, Highways have more specialized printers for maps

b) We do not have separate label printers anymore as we can print through the HP printers and using Word for labels

c) 1 printer, Magicard Prima4 is the manufacturer & the supplier of cards is ID Management d) None, anything that needs to be in braille is printed through the translation service

3. a-b) HP Apogee

c) IT hardware and devices are provided by wider IT services partner which expires at the end of this year.

The re-procurement is underway with award planned for the middle of this year, details can be found on notice…LCC - Strategic Technology Partner Services - Contracts Finder.

4. c) The contracts are non-exclusive, and some hardware, devices and ancillaries may be procured on a smaller, specific basis as part of an overall services contract. Details of the councils contracts can be found at Pro – Contract Due North

5. a) 1st April 2031

b-c) This is not a scheduled refresh for the majority of the Councils estate.

The strategic technology partner will be responsible for providing an “evergreen estate”, and it is anticipated that a Digital Employee Experience “DEX” tool will be used, where the Supplier shall adopt a performance-based approach to Device Refreshes, ensuring that Devices are replaced or upgraded when their performance falls below an agreed threshold, rather than on a predefined lifecycle or lease period.

6. HP Apogee

7. For printing we use HP devices under our Multi-Functional Devices Contract

8. The Multi-Functional Devices Contract was procured under CCS Framework RM6174- MFDs, Print Management and/or Digital Workflow under Managed Service Provision- Lot 3 as a further competition.

9. 2024 – 2025 - £122, 081

2023 – 2024 - £234,602

2022 – 2023 - £239,969

10. Approximate figures for a year based on last month’s actual usage

Print – 6,096,960

Copy – 611,076

Scan – 1,297,620

11. Total cost on items in Year 2024-25 was £1,001,412

12. Kayleigh Wells, Business Manager, Business Support for MFD Contract.

13. Allison Kapethanasis, Head of Service, Delivery & User Engagement