Technology and Communication | Multifunctional Devices, Managed Print and Content Services and Records Information Management - RM3781

Multifunctional Devices, Managed Print and Content Services and Records Information Management - RM3781

Multifunctional Devices and Services
RM3781
This framework features seven lots:

Lot 1 - Print Equipment and Entry Level Print Management Software
This lot is a single supplier arrangement offering a range of pre-specified devices with customisable options. Customers can also include print management software such as ‘Follow me’ printing, all available via a web based portal which allows devices to be purchased or leased without the need for a further competition.

For access to the portal please see the link below:
https://store.canon.co.uk/business/

Freephone Tel: 0800 029 4981
Email: [email protected]

Lot 2- Multifunctional Devices (MFD’s) and Print Management Software Services
Lot 2 covers a range of MFDs ranging from small desktop devices to multifunctional devices designed for use in reprographics rooms. A0 wide format printers and 3D printers are now available under this framework. This lot features 9 suppliers.
Xerox, one of the lot 2 suppliers, have some tips on how to clean your printing devices to reduce health concerns relating to COVID-19.

Lot 3- Managed Print and Content Management Services
Lot 3 is typically aimed at users with medium to large requirements with the supplier taking overall responsibility for managing any print and content requirements in the most optimal way. Suppliers shall deliver a refreshed print strategy through the implementation of best practices, more efficient approaches and changing behaviour across the organisation. This lot features 7 suppliers.

Lot 4: Records Information Management Service
Records Information Management Service is designed to meet the core requirements of customers in order to drive down costs of physical storage and consolidate and rationalise existing storage requirements.

Lot 5: Scanning services
One-off scanning projects and/or bulk scanning and longer term requirements to digitise records (physical to digital).

Lot 6: Sensitivity Review Service
Sensitivity review service (on and/or off-site) with the option of a fully managed sensitivity review service or a triage service.

Lot 7: Audit and Consultancy Services
Lot 7 suppliers can provide independent audit and consultancy services which will include the assessment and evaluation of a customer’s managed print and content management requirement. This independent service aims to identify cost savings and efficiencies and is advised to be conducted prior to further competition.
Period: 26 October 2016 - 25 October 2021
Extension Opportunities: Two options to extend for an additional 12 months.
OJEU Framework Notice: 2016/S 151-274459
OJEU Award Notice: 2017/S 017-028751
Geographic Coverage: National

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Public Downloads

  • Managed Print Service (MPS) tailored with a flexible commercial model, based on output rather than devices

  • Electronic document and records management system (EDRMS) and hybrid mail solutions included

  • Proactive consumables management and device consolidation means reduced costs

  • Integrate paper documents into digital workflows through workflow automation/optimisation

  • Flexible model allows you to rationalise estate in line with business needs and scale up and down your requirements

  • Guidance and assistance from supplier in reducing print output

  • Heightened security of devices and data

  • Reduce energy usage through new energy efficient devices
     
  • Management of existing lease contracts

  • Access to the latest software and technology developments


  • Lot 1 - Print Equipment and Entry Level Print Management Software
    Lot 1 is a single supplier arrangement offering a range of pre-specified devices with customisable options. Customers can also include print management software such as ‘Follow me’ printing, all available via a web based portal which allows devices to be purchased or leased without the need for a further competition.
    Suppliers: 1

    For access to the portal please click here.
    Freephone Tel: 0800 029 4981
    Email: [email protected]

  • Lot 2 - Multifunctional Devices (MFD’s) and Print Management Software Services
    Lot 2 covers a range of MFDs ranging from small desktop devices to multifunctional devices designed for use in reprographics rooms. A0 wide format printers and 3D printers are now available under this framework. 
    Suppliers: 9

  • Lot 3 - Managed Print and Content Management Services
    Lot 3 is typically aimed at users with medium to large requirements with the supplier taking overall responsibility for managing any print and content requirements in the most optimal way. Suppliers shall deliver a refreshed print strategy through the implementation of best practices, more efficient approaches and changing behaviour across the organisation. 
    Suppliers: 6

  • Lot 4 - Records Information Management Service
    Records Information Management Service is designed to meet the core requirements of customers in order to drive down costs of physical storage and consolidate and rationalise existing storage requirements. 
    Suppliers: 4

  • Lot 5 - Scanning services
    One-off scanning projects and/or bulk scanning and longer term requirements to digitise records (physical to digital).
    Suppliers: 3


  • Lot 6 - Sensitivity Review Service
    Sensitivity review service (on and/or off-site) with the option of a fully managed sensitivity review service or a triage service.
    Suppliers: 2


  • Lot 7 - Audit and Consultancy Services
    Lot 7 suppliers can provide independent audit and consultancy services which will include the assessment and evaluation of a customer’s managed print and content management requirement. This independent service aims to identify cost savings and efficiencies and is advised to be conducted prior to further competition.
    Suppliers: 2



Webinars:

Last month we held a webinar talking through our multifunctional devices (MFDs) framework and have pulled together some of the FAQs below, as a handy guide for you. Below is a transcript from the webinar and the video will be coming soon.

Documents:

  • Ricoh's COVID safe commitment
    Ricoh is committed to ensuring that the return to work is safe and swift, whilst also adhering to the latest government guidelines. This COVID Safe Commitment has been developed for both our customers and employees.

  • Konica - Return to Work
    As we all prepare to return to the new normal, there are many things to consider. One thing we wanted to reassure you about was your print infrastructure. You should have no issues at all getting your devices up and running again but here are a few pointers to help you do that as effectively and safely as possible.

  • Cleaning MFDs information sheet
  • Working with the suppliers on the RM3781 - Multifunctional Devices, Managed Print and Content Services and Records and Information Management Agreement, we have obtained the following guidance on how to effectively clean your devices to ensure you maintain a healthy working environment for all.

  • Konica Minolta - Managed Print for Schools Brochure
  • Managed Printing can help you significantly improve processes, reduce costs and increase security. This brochure outlines the steps needed to better printing and the benefits of the manages print services.

  • Konica Minolta - Remote tools Brochure
    At a time where public safety and the health of our nation is paramount, we want to reassure you that we are committed to providing not only the highest levels of support but to ensuring we do this as safely as possible. This brochure outlines the tools we use and how they are used. It also provides technical reassurance about the security of the tools we use. 

  • Konica Minolta - MFDs Made Easy
  • This document is designed to help you determine which Konica Minolta devices meet your school’s requirements. Procurement from Konica Minolta is quick and easy via a selection of Government Procurement Framework Agreements. But before you’re ready to place an order, you need to be clear on what it is you actually need.

Blogs:

  • How to prepare for running a further competition on RM3781
    Before running a further competition you should have accurate and up-to date information regarding your print infrastructure, to ensure suppliers can understand your current situation and accurately respond to the invitation to tender. As a minimum this should include...

  • Top tips for an easier print process
    You know you want a multi-functional device and now need to prepare your tender documents (for RM3781). Here are some top tips from Andy Haynes at Konica which may help.

  • Preparing your print quotation requests
    When direct awarding on the RM3781 framework, the easiest route would be to re-establish price. This blog helps you for preparing print quotation requests for lot 2 of our RM3781 framework, to be able to direct award.

  • Total cost of ownership when procuring printers
    When procuring a printer, something to consider is the total cost of ownership (TCO). TCO is the sum of all costs that occur when purchasing your printer. But why is it important?

Case Studies:

  • City of London - Konica Minolta
    The City of London Corporation was relying on an ageing fleet of multifunctional devices (MFDs) and printers across its diverse portfolio of facilities, from the Guildhall headquarters and Barbican property estate, to schools and the Heathrow Animal Reception Centre.

  • Leeds City Council - Canon
    Delivering critical support services for 700,000 citizens, Leeds City Council is the second largest Metropolitan authority in Great Britain – and it wants to be seen as the best. It is a vision that drives the Council, from the quality of services it provides to the way they are delivered. In an era of austerity and cuts to public sector spending, it’s a challenging goal to achieve.

  • Leicester College
    Leicester College were looking to replace a fleet of MFDs as they were approaching the end of their current agreement. Print management software was already in place and owned by the college, so a hardware only upgrade of over 60 multifunctional devices was required. Lot 1 of the RM3781 framework was chosen as the best route to market for the college to achieve the best value for them.

  • Wakefield Council - Kyocera
    Wakefield Council selected Kyocera on the basis of the quality of its proposed solution and the potential efficiencies that it would generate. Kyocera rolled out a tightly integrated solution, rationalising the fleet down to 210 devices from 250 and streamlining the number of models.

  • York Teaching Hospitals NHS Foundation - Ricoh
    In March 2018, York Teaching Hospitals NHS Foundation Trust tendered through the CCS/YPO/ESPO collaborative Agreement RM3781 framework for a Managed Print Service. The tender was awarded to Ricoh UK via the YPO E-tendering portal and was supported by the category team based not only on price, but the innovative approach to solutions, the breadth of process efficiencies that could be provided and the confidence in the solution being effective and reliable.

  • Konica Minolta - Writtle University
    Writtle University College was due to launch a major Konica Minolta multifunction device (MFD) refresh just as the Covid-19 pandemic lockdown was announced. A sole expert Konica Minolta engineer, working closely with the University College’s Operations Managers, deployed 42 MFDs and software in just three days – all the while respecting rigorous workplace social distancing guidelines.



 

    Below is a list of suppliers on the framework. To view supplier contact details click here.     

RM3781MFDs supplier by lot



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