Purpose

While most of the Council’s print estate
is served via a central contract with Xerox, the Engineering
Services office operates a standalone device leased directly from
Ricoh. This arrangement is a legacy and sits outside the Xerox
framework.
The current Ricoh printer has been in place since September 2012.
Its original 36 month lease has long expired. We currently pay
Ricoh £194.31 per quarter for the device lease and 0.004469p
per black & white print and 0.03575p per colour print under the
existing terms.
The printer is now beyond its useful life. It frequently
malfunctions, and Ricoh engineers have advised that, due to age,
parts are becoming obsolete and are not serviceable. In addition,
the device cannot reliably handle the thin, budget white paper that
we procure to keep costs low, resulting in a reliance on higher gsm
paper stock which is more expensive.
Ricoh have provided a quotation to replace the current unit with a
new, comparable model at both a lower quarterly rental and reduced
cost per print than our existing agreement.
On rental alone, the proposal delivers a cost saving of £295
per annum, equating to £885 over a 36 month term. This is in
addition to expected reductions in disruption and avoidable paper
costs associated with the current printer’s inability to
handle budget weight paper.

Content

to enter into a 36 month lease with Ricoh UK
for a replacement printer for the Engineering Services office at
Northbourne Depot, on the terms set out in the attached Ricoh
quotation; and delegation to the Engineering Operations Manager and
Assistant Corporate Director to finalise and sign the lease
documentation and arrange implementation.

Alternative options considered

The proposed contract will ensure that
efficient support for the front line service is in place through
the reorganisation period and beyond, leaving the new authority
opportunity to consider its options at a future point.