Multi-Functional Devices including Production Print Devices, Print Management Software and Managed Print Service

Descriptions

North Yorkshire Council (NYC) require a Print Management Solution that provides print, copy and scanning functionality across our Corporate Office environments, Public Libraries and Leisure Centres etc. We will require approximately 320 Multi-functional Devices (MFD's) at approximately 200 sites and 7 production print devices divided over 3 separate sites across the County.

The Solution enables and supports our vision to reduce print, digitise workflows whilst supporting collaborative working across the organisation, ensuring that there is transparency on usage across the estate, including remote locations supporting both large and small sites with simple internet broadband connections. Several suppliers currently cover 200 NYC locations supplying a fleet of 365 MFD's.

NYC intend to reduce the fleet in line with current requirements to 321 devices with one supplier For MFDs, we require the complete solution for secure print, scanning and device management to operate as a cloud service that requires no on-premise servers, appliance devices or maintenance. The devices will be installed within locations designed to provide suitable capacity and availability in an optimised way.

Fleet management will be an integral part of the service to be provided throughout the Contract and will be based on analysis of the reporting and discussions with the Supplier's dedicated customer account manager. Reporting of usage across the entire fleet is paramount and should provide NYC with a clear and accurate view of usage, broken down by device and location with the ability to extract data down to user level.

Following Contract Award, NYC require successful Proof of Concept to be completed within 15 working days. Transition planning with the outgoing supplier will take place (May-June 2024) ahead of a programme of device roll out, expected to take place between 1st July and 30th September 2024.