Issue - items at meetings - Re-Procurement of Corporate Print & Copy Devices

(1)               That the procurement of a corporate contract for the supply and maintenance of MFD equipment through a framework agreement be approved;

(2)               That the re-tendering of the contract for an initial term of 3 years with an option to extend for periods of up to 24 months (possible maximum 5 year term) be approved;

(3)               That the timetable and process for procurement, as detailed in section 3 of the report be approved; and

(4)               That the Executive Director for Finance & Resources be granted delegated authority:

(i)                 to award and let the contract following evaluation of tenders; and

(ii)               to extend the initial 3-year term of the contract by up to 24 months, should the Director consider it appropriate, and subject always to satisfactory performance by the appointed contractor.

188.1          The Executive Director for Finance & Resources introduced the report which detailed the proposed procurement exercise for the continued provision of corporate print & copy devices following the expiry of the current contract in December 2013.  She noted that the new contract was intended to provide greater flexibility and to lead to further improvements in relation to the number and use of devices so as to lead to even greater economies of scale.

188.2          Councillor A. Norman welcomed the report and hoped that options for joint provision e.g. through the SE7 group would be explored and that further opportunities to reduce paper usage would be considered e.g. via the use of tablets etc…

188.3          The Chair noted the comments and stated that such considerations would be taken into account and suggested that Members would need to consider how they could improve their own use/demand for paper.  He was happy to explore alternative avenues to reduce costs and improve services and therefore put the recommendations to the vote.

188.4          RESOLVED:

(1)         That the procurement of a corporate contract for the supply and maintenance of MFD equipment through a framework agreement be approved;

(2)         That the re-tendering of the contract for an initial term of 3 years with an option to extend for periods of up to 24 months (possible maximum 5 year term) be approved;

(3)         That the timetable and process for procurement, as detailed in section 3 of the report be approved; and

(4)         That the Executive Director for Finance & Resources be granted delegated authority:

(i)           to award and let the contract following evaluation of tenders; and

(ii)         to extend the initial 3-year term of the contract by up to 24 months, should the Director consider it appropriate, and subject always to satisfactory performance by the appointed contractor.