{meta} Decision - Request for Approval - Contract Award - Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Decision details

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes


Salford City Council - Record of Decision


I Councillor Hinds, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve:


The award a contract for the Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Detail required


Title/Description of Contracted Service/Supply/Project

Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Name of Successful Contractor

Ricoh UK Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)


Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)


Contract Value


Per Annum (estimated average)

Contract Duration

60 months

Contract Start Date


Contract End Date


Optional Extension Period 1


Optional Extension Period 2


Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Crown Commercial Service (CCS) RM3781 Lot 2 Multifunctional Devices, Managed print and content services and records management

Framework Start Date: 26.10.16

Framework End Date: 25.10.20


Funding Source

Revenue Budget





The Reasons are

To seek approval for the award of the above-mentioned contract, The authority’s contract for provision of multifunction device will expire on 31/08/2020. The award of this contract will ensure that the authority can continue to provide printed output across the business until 2025. Significant cost savings and equipment improvements have been negotiated


Options considered and rejected were



Assessment of Risk

If the Council chose not to award a contract following this procurement exercise, the Council will be at risk of not having an MFP fleet beyond 31st August 2020 due to the inability of the incumbent provider to continue to service the equipment past this date and there are no further opportunities to extend the contract. This would ultimately impact on the ability of certain functions to deliver their services who have a reliance on printed materials


The source of funding is

Revenue Budget


Legal Advice obtained



Financial Advice obtained



Procurement Advice obtained



HR Advice obtained



Climate Change Implications obtained



The following documents have been used to assist the decision process.



Contact Officer: Peter Cowling

Telephone number:0161 779 4996


The Lead Member has been consulted and is supportive of the proposed contract.


The appropriate Scrutiny Committee to call-in the decision is the Overview and Scrutiny Board


Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member



*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.


Publication date: 26/03/2020

Date of decision: 25/03/2020

Decided at meeting: 25/03/2020 - Procurement Board

Effective from: 03/04/2020

Accompanying Documents: