USD Fleet & Central Print Procurement

Description

The University's future strategy in relation to the printing service, as approved by the Senior Leadership Team (SLT), intention is to reduce the fleet of devices over the contract term, incorporating a remanufacturing process to support the University's sustainability objectives. This decision aligns with the broader recognition within the higher education sector, including the University of Edinburgh, of significant challenges affecting expenditure. During the May University Executive meeting, a commitment was made to achieve substantial reductions in all types of expenditure, including the non-pay core budget, over the next five-year planning period. One area identified for cost savings is the reduction of the fleet of Multi-Function Devices (MFDs). Consequently, the University has decided to move forward with a Direct Award to Xerox, utilising the Scottish Government Framework for the Provision of Managed Print Solutions (SP-21-046). Lot 1: This decision is based on the University's strategic plan to downsize its fleet of MFDs over the next five years, with immediate implementation. The phased reduction strategy involves retaining a select portion of existing devices until they reach the end of their service life. The downsizing will be carried out in a staggered manner over the next three years, ultimately reducing the fleet to half of its original size by the conclusion of the contract. This approach ensures a gradual transition, minimising disruption to University’s operations while allowing time to assess the institution’s evolving technological needs.