New contract to improve print services across campus

Print and copied information plays an important part in the delivery of the University’s services.

The University has therefore chosen to change the way it procures its resources for the provision of all copying, printing and scanning services to improve this service.   

The Managed Print Service project will see one sole supplier appointed for all printing, copying and scanning equipment and equipment consumables at the University.

This means the University will no longer buy or lease printing or copying equipment. The supplier will provide the equipment. The only costs a department will pay will be on a monthly per copy/click basis.

All current printing and copying equipment will be removed (disposal details will be provided after contract award). This will only happen once new equipment has been specified and agreed with each department and a delivery date has been scheduled.

All new devices will be networked and will default to double sided/duplex mono printing although some colour machines will be supplied as agreed with each department.

Following a lengthy and complex tender process Canon UK has moved forward to preferred supplier status for the Managed Print Service project.  Final software and equipment tests are being carried out in conjunction with contract negotiations which may see Canon UK move to contracted supplier in the next few weeks.

Implementation Manager for the project is Louise Paton, the University’s Head of Imaging, Design and Print Services.

She said: “Following an equipment survey late last year, Newfield IT provided recommendations for the future number of printing and copying devices required by the University.

“Following contract award, we will be working with the supplier and individual departments to review those recommendations and agree the exact specification and location of all new devices.”

The key benefits of the Managed Print Service are:

  • Campus wide improvements to print, copy and scanning functionality
  • “Follow me” printing enabling increased accessibility to secure printing across campus
  • Improved servicing and maintenance of equipment
  • Increased security of departmental printing
  • A significant reduction in costs of departmental print and copying
  • Reduction in overall paper usage
  • Improved management information and reporting
  • Reductions in energy consumption

Louise added: “This project is not about making people’s lives more difficult but I do appreciate that the change over to a new system will take a while to fully bed in.

"Each department's needs will be slightly different and that is why we will ensure there will be consultation between the appointed contractor and individual departments as the project moves forward.

“However, these benefits can only be fully realised when a University-wide approach is adopted.

“At this stage of the contract negotiations a full implementation schedule cannot be set out but the plan is to introduce this before the end of the year.

“However, as there are some significant urgent requirements in various departments across the University, work is already underway in preparation of final contract award.

“This includes a site survey by Canon staff who are on campus this week to validate the results of the equipment survey carried out by Newfield IT.

“This survey only looks at the current equipment on campus and does not look at future requirements.”

Regular updates and further information will be provided following contract award.

In the meantime if you have any queries or urgent requirements please contact Louise Paton on ext 6150 or email:

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