Decision details

To award a three year contract to Ricoh for the supply of multi-function devices (MFDs) to Cheltenham Borough Council and the Cheltenham Trust.  The value of the contract is £16,023.12 per annum (£48,069.36 over three years).  There is an option to extend the contract for a further two years.  The contract is for the lease of the devices, software and support.  It also includes an agreed cost per sheet for mono and colour printing of £0.002 and £0.0201 respectively, which will be charged based on usage during the course of the contract.  It does not include the cost of consumables (ink/toner cartridges).

The contract is being awarded through the Crown Commercial Services Framework, which is a fully compliant Local Government framework.

Ricoh, the incumbent supplier, submitted a quote which was benchmarked to ensure pricing was competitive. 

Ricoh printer consumables are manufactured in the UK, which is considered to be supportive of the council’s climate change agenda. 

Changing supplier would attract additional consultancy and software set up costs.

On the basis of the above, the ICT Service Manager and CBC Client Officer agreed that retaining the current supplier, Ricoh, is the best option.

Pricing was benchmarked to ensure Ricoh prices were competitive and therefore the option of switching to an alternative supplier was rejected because it would not deliver sufficient benefit.

Consultation was undertaken with relevant Heads of Service and the Cheltenham Trust to understand future requirements.  

The overall number of devices has been reduced and device specifications have been altered, reflecting the change in working practices and lower volume of printing being undertaken.