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Record Ref : FOI 12457
Date Received : 08/10/2026
Date Completed : 03/11/2026
Organisation : Private Individual
Application Type : Private Individual
Category : Procurement and Contracts
Question
Contract & supplier
1. Are you in contract for a managed print service? Is it fully outsourced?
2. Who is the incumbent supplier for each category above?
3. What is the manufacturer/brand of the devices (if different to Q2)?
4. What is the contract start date and end date for each, and what extension options remain?
5. How was it procured — direct award or mini-competition? If via a framework, which one (e.g. CCS RM6174, KCS, ESPO, YPO, NHS Supply Chain, NOE CPC, LPP)?
Scale & spend
6. How many MFDs and how many printers do you have?
7. What is the annual spend on the managed print service (lease, cost-per-click, consumables, service)?
8. What are your annual print volumes (mono and colour)?
9. How many sites/locations does the contract cover?
Software & capability
10. What print-management software do you use (e.g. PaperCut, Equitrac, uniFLOW, YSoft SafeQ)?
11. Do you have secure/follow-me print and mobile print capability?
12. What device/fleet remote-monitoring software do you use?
Renewal & ownership
13. Any planned procurement to replace or re-tender print/MFDs in the next 24 months? If so, when and via which framework?
14. What is the job title/role of the person responsible for the print estate, and the generic team contact for print procurement?
Answer
Contract & supplier
1. Are you in contract for a managed print service? Is it fully outsourced? Yes / No
2. Who is the incumbent supplier for each category above? Xerox (UK) Limited
3. What is the manufacturer/brand of the devices (if different to Q2)?
4. What is the contract start date and end date for each, and what extension options remain? 01/01/2018 – 31/12/2023 for Parent Contract Individual machine leases were put in place via the Parent Contract prior to its expiry and remain in place and have varying end dates
5. How was it procured — direct award or mini-competition? If via a framework, which one (e.g. CCS RM6174, KCS, ESPO, YPO, NHS Supply Chain, NOE CPC, LPP)?
Yes, a Framework Agreement was used: NPS-ICT-0064-16. A Further Competition was undertaken to put in place a single-source supplier to provide multi-functional devices via individual lease contracts
Scale & spend
6. How many MFDs and how many printers do you have? 116
7. What is the annual spend on the managed print service (lease, cost-per-click, consumables, service)? Approx – Lease £93,000 / Cost-per-click £77,000 / Service Agreement £14,000
8. What are your annual print volumes (mono and colour)? Mono – 5,374,048 / Colour –4,215,110
9. How many sites/locations does the contract cover? 47
Software & capability
10. What print-management software do you use (e.g. Paper Cut, Equitrac, uniflow, YSoft SafeQ)? Equitrac
11. Do you have secure/follow-me print and mobile print capability? Yes
12. What device/fleet remote-monitoring software do you use? XDA
Renewal & ownership
13. Any planned procurement to replace or re-tender print/MFDs in the next 24 months? If so, when and via which framework? Yes, undecided yet
14. What is the job title/role of the person responsible for the print estate, and the generic team contact for print procurement? Customer.care@merthyr.gov.uk , 01685 725000 procurement@merthyr.gov.uk