New Corporate Print Contract

This report concerns a new legally compliant one year corporate print contract for the Metropolitan Police Service with the current supplier, Canon UK Limited. The contract allows the Metropolitan Police Service sufficient time to analyse the impact strategic programmes including Mobility and Estates transformation has on their print usage and requirements.

During the one year contract period the Metropolitan Police Service intends to prepare and publish the full tender documents for a new contract and procure via a fair process with a number of suppliers and allow time for transition from current supplier service to new.

The Deputy Mayor for Policing and Crime is asked to:

1. Approve commencement of a new 12+6 month contract with the existing suppliers Canon UK Limited, with the option of an additional 6 months allowing enough time, if required for tendering a new multi-year contract. The MPS currently own the print devices and the contract allows the MPS to maximise their usage. Having the contract will allow the MPS to realise cost savings to print services through the various strategic programmes implemented, such as the Estates Transformation programme.

2. Approve the proposed interim contract to start December 2018 and that during the 12-18 months a parallel tendering process will commence for a multi-year contract (3+1+1) using the Crown Commercial Services framework.

1. Introduction and background

1.1. The Metropolitan Police Service need to renew their Print Management Contract starting 1 December 2018. The current contract was let in 2010 and was formed in the context of a larger estate than today.



1.2. As the Metropolitan Police Service currently own the print devices, it can make full use of them for a further year and continue to pay Canon for the service they offer.

2. Issues for consideration

2.1. The interim contract allows the Metropolitan Police Service to have a better understanding of print savings through Smarter Working, Mobility and Estates rationalisation strategies and the BCU set up, as it is too early to forecast these savings during this point in time.

3. Financial Comments

3.1. The cost of the proposed one year contract with Canon UK Limited is £2,168,529 providing a saving of 19.6% compared with the current contract.

4. Legal Comments

4.1. This report confirms the proposed award is expected to exceed the goods/services valued at £181,302. Paragraph 4.14 of the Scheme provides that the Deputy Mayor for Policing and Crime reserves the right to call in all MPS proposals to award contracts for £500,000 or above.

5. Equality Comments

5.1. No equality issues have been identified.

6. Background/supporting papers

6.1. Report