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Printing expenditure

Request for information - FOI17786

Request

Please could you provide the following information with regards to your current printing expenditure:

1. Current printing and photocopier contract details?
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

2. Companies awarded?
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

3. Length of contract/s and end dates?
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

4. Number of devices?
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

5. Annual print/copy volume
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

6. Annual spend?
a. Photocopiers/MFDs
b. Printers
c. Print room/reprographics

7. Details on how these were procured. i.e. by framework
a. Procurement method
b. If framework, please state which one

8. Do you have any print management software? If so, which software?

9. Do they supply you with any scanning software (additional to the software native to the device)?

10. What Document Management solution/s do you currently use within your organization?

11. What PDF software do you pay for? And how many licenses do you pay for (an average per annum would be a good number here please)?

12. What is the name of the person within your organization responsible for the MFDs and the contract, what is their title, and their email address please?

13. How do you procure your print consumables/supplies?

14. What is the annual spend on print consumables?

15 Do you use a framework to procure consumables?

Our response

Thank you for your email of 9 August 2017, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000.

I can confirm that Ordnance Survey does hold the information you have requested. Where the information is exempt from disclosure this is stated. Taking each request in turn, I confirm the following:

Please note the photocopiers and printers referred to in your request at a. and b. are integrated, therefore there is one response to a. and b.

1. Current printing and photocopier contract details?
a. Photocopiers/MFDs
b. Printers:
RM1599 CCS Framework
c. Print room/reprographics:
Support Services Agreement and Rental Agreement

2. Companies awarded?
a. Photocopiers/MFDs
b. Printers:
Canon Uk Ltd
c. Print room/reprographics:
Oce Uk Ltd: Support Services Agreement.
De Lage Landen Leasing Limited t/a Oce Finance: Rental Agreement.

3. Length of contract/s and end dates?
a. Photocopiers/MFDs
b. Printers:
5-year contract, expires Q1 2021.
c. Print room/reprographics:
5-year contracts, expiring Q4 2017.

4. Number of devices?
a. Photocopiers/MFDs
b. Printers:
18
c. Print room/reprographics:
3

5. Annual print/copy volume
a. Photocopiers/MFDs
b. Printers:
132,000 per annum (average)
c. Print room/reprographics:
Approximately 554,837 colour prints per annum
Approximately 642,192 black and white prints per annum

6. Annual spend?
a. Photocopiers/MFDs
b. Printers:
Approximately £32,427.04
c. Print room/reprographics:
Approximately £96,440 (Rent and Service)

7. Details on how these were procured. i.e. By Framework
a. Procurement method:
For a) and b) CCS Framework
For c) in accordance with Ordnance Survey’s procurement policy.
b. If Framework, please state which one:
For a) and b) RM1599 CCS Framework

8. Do you have any print management software? If so, which software?
Uniflow (Canon)

9. Do they supply you with any scanning software (additional to the software native to the device)?
No

10. What Document Management solution/s do you currently use within your organization?
HP TRIM

11. What PDF software do you pay for? And how many licenses do you pay for (an average per annum would be a good number here please)?
Adobe Acrobat x 13 subscription licences
Adobe Creative Cloud Complete Suite x 23 subscription licences

12. What is the name of the person within your organization responsible for the MFDs and the contract, what is their title, and their email address please?
The information relating to the internal contact details is held by Ordnance Survey but is exempt from disclosure under section 40(2) (personal information) of the FOI Act, as the information constitutes personal data.
Section 40(2) provides that personal data is exempt information if one of the conditions set out in section 40(3) is satisfied. In our view, disclosure of this information would breach the fair processing principle contained in the Data Protection Act (DPA).

In reaching this decision, we have particularly considered:

  • the reasonable expectations of the employees: given their positions, Ordnance Survey considered that none of the individuals would have a reasonable expectation that their personal data would be disclosed;
  • the consequences of disclosure; and
  • any legitimate public interest in disclosure.

Section 40(2) is an absolute exemption and therefore not subject to the public interest test

13. How do you procure your print consumables/supplies?
We procure our consumables through CBRE Managed Services Ltd.

14. What is the annual spend on print consumables?
£10.5K

15. Do you use a framework to procure consumables?
No

Internal review

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Internal Review Officer, by contacting them as follows:

FOI Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

Email: foi@os.uk

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

  • Failed to respond to your request within the time limits (normally 20 working days)
  • Failed to tell you whether or not we hold the information
  • Failed to provide the information you have requested
  • Failed to explain the reasons for refusing a request
  • Failed to correctly apply an exemption or exception

The FOI Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The FOI Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner’s Office at:

The Case Reception Unit
Customer Service Team
The Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: mail@ico.gsi.gov.uk

Telephone helpline: 0303 123 1113 or 01625 545745 for advice, Monday to Friday.

Thank you for your enquiry.

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