FOI release

FOI2022-09256 Multi-function devices printing and scanning contracts

Published 1 September 2022

Dear

I am writing in response to your email dated 3rd August 2022 requesting the following information:

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?

I am treating your correspondence as a request for information under the Freedom of Information Act 2000 (FOIA).

In response to your queries, I have completed a search for the information within the Defence Electronics & Components Agency (DECA), and I can confirm that we do hold information in scope of your request.

Relating to the authority’s current Multi-Functional Devices and printing/scanning services contract(s)

0.1 Questions 1 to 11, 13 and 15 to 18

What services are included in the contract(s)? (e.g. printing vs scanning etc)

Printers and scanners

Which supplier is delivering them? (If in-house, please confirm or if multiple provider please identify them)

Emcor

How many contracts does this entail and what’s the award value for each?

1 contract, £7800 per year

When do these contracts expire and do they have any extensions?

Quarter 3 2023 with no extensions

What is the annual volumetric data (split by Annual Mono and Annual Colour print)?

Mono 1305 per annum and colour 13083 per annum

What is the total number of devices supplied?

22

What Managed Print Service software solution do you use?

None

How many Mono MFDs and Colour MFDs do you have?

19 colour and 3 mono

What document management solution do you use?

None

What High Volume printing devices do you use?

None

Were any framework agreements used to procure the goods/services? If so, which ones?

Crown Commercial Services via the FM Contract

What department is managing the contract and who’s the decision-maker?

The Procurement department manages the contract and the IS department is the stakeholder

How many Adobe Acrobat (standard, professional and reader) licenses do you have?

2

When is the renewal date?

Quarter 4 2023

Who is responsible for the contract?

The IS Department

Do you use any other PDF editing tools?

No

0.2 Questions 12 and 14

Any framework documentation you can provide me with, e.g. the order form and what is the annual cost of the acrobat license’s?

The information you have requested falls within scope of qualified exemptions provided for at section 43 (Commercial Interests) of the FOIA and has been withheld.

Section 43 is a qualified exemption and is subject to public interest testing which means that the information requested can only be withheld if the public interest in doing so outweighs the public interest in disclosure.

Section 43(2) has been applied because the information in scope of the exemption would affect the commercial interests of the Ministry of Defence (MOD) and would put the MOD at a disadvantage in future negotiations. Release of information could also prejudice future relations between MOD and its supplier. For these reasons I have set the level of “would”, rather than “would be likely to”.

In favour of release is the presumptions towards disclosure under the FOIA as providing this information would increase transparency of specific contract information.

On balance, I consider the broader public interest favours maintaining the exemption and withholding the information you have requested.

If you are not satisfied with this response or you wish to complain about any aspect of the handling of your request, then you should contact me in the first instance. If informal resolution is not possible and you are still dissatisfied then you may apply for an independent internal review by contacting the Information Rights Compliance team, Ground Floor, MOD Main Building, Whitehall SW1A 2HB or by e-mailing [email protected]. Please note that any request for an internal review must be made within 40 working days of the date on which the attempt to reach informal resolution has ended.

If you remain dissatisfied following an internal review, you may take your complaint to the Information Commissioner under the provisions of Section 50 of the Freedom of Information Act. Please note that the Information Commissioner will not investigate your case until the MOD internal review process is complete. You can find further details of the role and powers of the Information Commissioner on the Commissioner’s website.

Regards

DECA FOI