FOI Request 2142

Subject: Print and ICT Procurement

Status: Complete

Date received: April 2025

Question Asked:

Could you kindly provide information in response to the questions below?

A. Print Estate Overview

1. What is the total number of photocopiers, multi-functional devices (MFDs), single-function printers, and dedicated print room devices currently in use across the organisation? Please include:

• The manufacturer of each device and models in use

• The current supplier or service provider

• Print management software in use: ie, PaperCut, Vasion Print, HP Secure Print, SafeQ

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2. Do you utilise any other types of printers such as the below list, and if yes, please provide details of the numbers, manufacturer and supplier details:

• Wide format printers

• Label printers

• ID badge printers

• Braille printers

B. IT and Print Supply Chain

3. Please list all Print and IT resellers or suppliers you currently engage with for:

• Toners and consumables

• Parts and servicing

• Procurement of laptops, PCs, tablets, and other end-user devices

4. What are the contract durations (start and end dates) associated with each of the above suppliers?

C. Technology Refresh Cycles and Hardware Estate

5. When is your next scheduled refresh or renewal for:

• Print hardware

• End-user computing devices

• Core IT infrastructure

6. Who is your current supplier for print and MFD devices deployed across your estate?

7. Which brands of devices are currently deployed for print and end user computing (e.g. HP, Samsung, Epson, Dell, Apple, etc.)?

D. Procurement Routes

8. How were the above devices and services procured?

• Was this via a public sector framework, open tender, or another route?

• If procured via a framework, please specify the framework name and whether this was through a mini-competition or direct award.

E. Spend and Volumes

9. What is the annual spend on printing (including both hardware and ongoing costs such as consumables and servicing)?

10. What is your annual print/copy volume (approximate if necessary)?

11. What is your approximate annual spend on ICT hardware, including:

• Laptops and PCs

• Monitors, displays and signage

• Audio visual equipment (including touch screens)

• Visitor management systems

• Tablets and mobile devices

F. Key Contacts

12. Who is responsible for managing your print/MFD estate and related contracts? - Please provide job title(s) and, where available, contact information.

13. Who is responsible for the procurement and management of end-user computing devices (laptops, PCs, Macs, tablets, etc.)? - Please provide job title(s) and, where available, contact information.

Our Response:

Please see our response below to your Freedom of Information Request

A. Print Estate Overview

1. What is the total number of photocopiers, multi-functional devices (MFDs), single-function printers, and dedicated print room devices currently in use across the organisation? Please include:

• The manufacturer of each device and models in use

• The current supplier or service provider

• Print management software in use: ie, PaperCut, Vasion Print, HP Secure Print, SafeQ

There are 49 Xerox devices in use, see below for model type:

The current supplier or service provider is Xerox.

No print management software is in use.

2. Do you utilise any other types of printers such as the below list, and if yes, please provide details of the numbers, manufacturer and supplier details:

• Wide format printers

  N/A

• Label printers

  One. It is a Brother QL-700

• ID badge printers

  Fargo HDP5000

• Braille printers

  N/A

B. IT and Print Supply Chain

3. Please list all Print and IT resellers or suppliers you currently engage with for:

• Toners and consumables

• Parts and servicing

• Procurement of laptops, PCs, tablets, and other end-user devices

4. What are the contract durations (start and end dates) associated with each of the above suppliers?

Answer to 3 and 4: Print services are provided for under the Multifunctional Print Devices (MFDs), Print Management and/or Digital Workflow Software and Associated Services Contract with Xerox Reference Number CPA/SPU/2204F.

Details on this contract are already publicly available and can be found here:

Sell2

You can search contracts by name or reference and filter in order to see contracts for Cheshire Fire Authority only, then select a contract to view the details.

Any other contracts that Cheshire Fire Authority have, including for laptops, PCs, tablets, and other end-user devices, can also be found the same way.

C. Technology Refresh Cycles and Hardware Estate

5. When is your next scheduled refresh or renewal for:

• Print hardware

• End-user computing devices

• Core IT infrastructure

The print devices will be replaced at the end of the current contract period, details on this contract are already publicly available and can be found here

Sell2

You can search contracts by name or reference and filter in order to see contracts for Cheshire Fire Authority only, then select a contract to view the details.

Refresh of end-user computing devices is ongoing throughout the year.

Core IT infrastructure refresh and renewal is taking place in 2025.

6. Who is your current supplier for print and MFD devices deployed across your estate?

Xerox

7. Which brands of devices are currently deployed for print and end user computing (e.g. HP, Samsung, Epson, Dell, Apple, etc.)?

Xerox, Dell, Microsoft

D. Procurement Routes

8. How were the above devices and services procured?

• Was this via a public sector framework, open tender, or another route?

• If procured via a framework, please specify the framework name and whether this was through a mini-competition or direct award.

Details on contracts are already publicly available and can be found here

Sell2

You can search contracts by name or reference and filter in order to see contracts for Cheshire Fire Authority only, then select a contract to view the details.

E. Spend and Volumes

9. What is the annual spend on printing (including both hardware and ongoing costs such as consumables and servicing)?

The fixed quarterly charge for the 2025/26 financial year is £8546.67, so the annual fixed cost is £34,186.68.

The approximate charge for printing is around £1,400 per quarter (although this may change per quarter depending on the number of prints), so this is approximately £5,600 per annum.

10. What is your annual print/copy volume (approximate if necessary)?

During 2024 there were 274,475 prints in total.

11. What is your approximate annual spend on ICT hardware, including:

• Laptops and PCs

• Monitors, displays and signage

• Audio visual equipment (including touch screens)

• Visitor management systems

• Tablets and mobile devices

2024-2025 - Spend for ICT Hardware

F. Key Contacts

12. Who is responsible for managing your print/MFD estate and related contracts? - Please provide job title(s) and, where available, contact information.

Operational Support Manager is responsible for managing print/MFD estate and related contracts.

13. Who is responsible for the procurement and management of end-user computing devices (laptops, PCs, Macs, tablets, etc.)? - Please provide job title(s) and, where available, contact information.

Head of IT (Joint with Cheshire Police) is responsible for the procurement and management of end-user computing devices (laptops, PCs, Macs, tablets, etc.)

Outcome: Information Provided

FOI responded to within timescales: YES

Further action: NO