OGCbuying.solutions recently launched its new Multifunctional Device (MFD) framework agreement. Paul Reardon, MFD Category Manager at Buying Solutions, explains how procuring and implementing this technology can help deliver significant cash and efficiency savings.

The digitalisation of reprographics technology over recent years has led to the convergence of equipment. The most significant product that has evolved from this phase of technical development is the MFD, which allows organisations to create, manage and distribute documents from one space efficient device.

Of course, as well as convenience, financial gains can be made. MFDs can be networked, facilitating scanning and faxing directly to email, which reduces paper usage and improves document flow systems.

Such process improvements have been proven to deliver impressive savings to user organisations. Lancashire County Council for example, estimate efficiency savings of £4.5m over 3 years by switching to a networked system (see box-out).

But the benefits of using MFDs have been widely publicised for some years now and Buying Solutions has been championing their use in public sector organisations over this period.

Our original framework agreement, which was established to help public sector organisations source MFDs back in 2004, was hugely successful and the new arrangement has been designed to build on this strong foundation, making the purchase and implementation of MFDs even simpler and more cost effective.

Following the publication of the Transforming Government Procurement report last year, which calls for greaterprocurement collaboration across government, we went out to tender with the intention of establishing a framework agreement that would service a broad crosssection of public sector organisations.

What’s more, with this ultimate purpose in mind, we have been able to secure exceptionally competitive rates from our suppliers, who also benefit economically from a framework approach to accessing the public sector market. It is not surprising therefore that pricing through the new framework agreement is significantly more competitive than that available through the original arrangement awarded back in 2004.

So what does the new framework agreement offer compared to the original one? For starters, there is a much wider range of products available, encompassing all the latest technology in this arena. The product portfolio spans mono and colour MFDs, digital copiers, mono and colour network printers and print room machines, all with standard network interfaces.

In addition to this, the framework agreement provides a choice of 8 suppliers and better defined account management requirements within the standard terms and conditions have ensured that supplier performance is both maintained and improved through the latest arrangement.

We recognise that each of our customer organisations has bespoke requirements when it comes to managing their print technology. This can be influenced by organisational size, resource availability or the nature of their operations.

That is why we have made the new MFD framework agreement extremely flexible, offering both a ‘solution’ based package, as well as managed or extended services.

The ‘solution’ based offering is designed to increase the organisation’s efficiency in all page output areas. It can help, for example, to reduce the amount of resource needed to manage and maintain an organisation’s suite of print equipment, as well as reducing paper usage. It can also facilitate major work-place transformation projects by aiding the implementation of new practices such as remote working and online administrative systems.

Once an organisation has established a solution that meets its needs, the framework agreement is flexible enough to accommodate necessary changes as requirements evolve.

There are some public sector organisations that require a more comprehensive level of support. The introduction of Managed and Extended Services within the framework agreement makes it easy for a customer to outsource the delivery of their entire print strategy to a sole supplier.

We have removed much of the legwork for our customers by rigorously assessing suppliers at tender stage to ensure they can offer a comprehensive package of products and services and the high level of service that is expected by users in the public sector.

Summary of framework agreement categories:
• Mono and colour MFDs, digital copiers, mono and colour network printers and print room machines, all with standard network interfaces.
• Print Room Services, including web based client job submission, electronic job ticketing, and visual cost indication for end user, e-mail job status feedback, finishing options, online and offline, document clean up software, enhanced service level agreement to reflect critical nature of devices.
• All the above devices utilised within a managed service provision where required.
• Managed and Extended print output services.
• Software enabling product management e.g. Remote diagnostics.
• Push and pull printing software.
• Options, including paper storage/feed, finishing, print controller/RIP, memory, Postscript, hard disks, fax etc. Duplex is expected as standard for all but the slowest devices.
• Consumables including toner and staples.
• Auditing Software for print management/accounting, print routing / load balancing, email notification, scanning software with optical character recognition (OCR).
• Enabling document management/ archiving tools which enable seamless integration into newly acquired or existing document management software platforms.
• Maintenance and support, including training (on and off-site).
• All types of Surveys – essentially factfinding about existing kit, networks, principal flows and page output, ideally with vendor neutral analysis and further customer proposals.
• Finance offering the customer flexibility relating to the payment configuration, including lease, rental offerings, asset management, cost per print and total volume plans.
Suppliers:
• Altodigitial Uk Ltd
• Canon Uk Ltd
• The Danwood Group
• Ikon Office Solutions UK Ltd
• Konica Minolta Office Solutions
• Oce Uk Ltd
• NRG Group UK Ltd
• Xerox UK Ltd