Freedom of Information Request Reference No: I note you seek access to the following information:

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1 Freedom of Information Request Reference No: I note you seek access to the following information: I am ing to get the following information from you: 1. The number of people currently employed across the organisation? 2. Who supplies you printer/copier/scanners across organisation? 3. What make and model of printers/copiers/scanners do you have and how many of each across the organisation? 4. How many multifunctional devices, printers, copiers, scanners are there across the organization? 5. When is the contract for this hardware due to end? 6. What print management software s do you use across the organisation? 7. What scanning software s do you use across the organisation? 8. What PDF software s do you use across the organisation? 9. How much do you spend on PDF software s across the organisation? 10. What is the overall cost of the managed print service contract? 11. What document management software s/systems do you use across the organisation? 12. What IT provider do you use within the organisation? 13. What IT consultants do you use across the organisation? 14. Also could you include the name, title, contact number, and address for the people responsible for managing the print estate in the organisation? DECISION I have today decided to disclose the located information to you in full. 1. The number of people currently employed across the organisation? Please see table below: Police Officer 30,946 Police Staff 13,616 PCSO 2,725 MSC 5,180 MPS Total 52,467 Head-count as at end February 2013

2 2. Who supplies you printer/copier/scanners across organisation? Our corporate printers are supplied by Canon. 3. What make and model of printers/copiers/scanners do you have and how many of each across the organisation? The current number of machines is 2462 Model Amount LPF IR i i How many multifunctional devices, printers, copiers, scanners are there across the organization? There are 601 multifunctional devices across the organisation. 5. When is the contract for this hardware due to end? The contract is now in the process of being extended a further year so it will run in total for 6 years ending in What print management software's do you use across the organisation? 7. What scanning software's do you use across the organisation? The Corporate Print Management Solution (CPMS) uses Canon's uniflow Secure Print and Netaphor Asset Management software. The scanning solution on the Multi Functioning Devices (MFD) is Canon's own. 8. What PDF software's do you use across the organisation? 9. How much do you spend on PDF software's across the organisation? We use Adobe Acrobat reader on all our corporate desktop and laptop computers. We also have dopdf (freeware) on all our corporate desktop and laptops for conversion of files to PDF. Full Adobe Acrobat products are purchased and installed as required on selected machines, according to business need. The numbers of

3 installed licenses for the full products is shown below. There are no specific maintenance charges for PDF software in the MPS, as all support and maintenance is incorporated within our outsourcing agreement. Acrobat: 736 Acrobat Capture Personal Edition: 3 Acrobat Professional: 23 Acrobat Professional Upgrade: 8 Acrobat Upgrade: What is the overall cost of the managed print service contract? The current value will be in the region of 27 million. 11. What document management software's/systems do you use across the organisation? We use Documentum for document management software. 12. What IT provider do you use within the organisation? The main IT provider is Capgemini but this is a standalone contract. 13. What IT consultants do you use across the organisation? The MPS uses many consultancy specialists depending on the nature of the support required. 14. Also could you include the name, title, contact number, and address for the people responsible for managing the print estate in the organisation? Please refer to the attached document Directorate of Resources, Directorate of Information and Directorate of Human Resources

4 CONTRACT AWARD NOTICE SECTION I: CONTRACTING AUTHORITY/ENTITY I.1) NAME, ADDRESS AND CONTACT POINT(S) Metropolitan Police Authority 9th Floor Empress State Building Lillie Road Contact: Miss Harriet Harvey Attn: Miss Harriet Harvey SW6 1TR LONDON Tel: Fax: Internet Address(es) General address of the contracting authority/entity I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES Body governed by public law Public order and safety The contracting authority is purchasing on behalf of other contracting authorities: NO SECTION II: OBJECT OF THE CONTRACT II.1.1) TITLE ATTRIBUTED TO THE CONTRACT Corporate Print Management Solution (CPMS) II.1.2) TYPE OF CONTRACT AND LOCATION Services Main site or location of works, place of delivery or performance London NUTS Code: UKI II.1.3) THE NOTICE INVOLVES II.1.4) SHORT DESCRIPTION OF THE CONTRACT OR PURCHASE(S) The procurement of a full print management solution for the Metropolitan Police Service. This will replace an existing agreement for multi-functional devices, which expires in October The contract will provide: - Management of the business change required to implement the new print solution. - Management of the cultural change and user education in new ways of printing. - An overall solution which streamlines the print estate and maximises its efficiency, and which covers: - A range of fit-for-purpose printing devices. - Maintenance and repair of devices. - Management of consumables. - Management of inventory and billing. - Delivery of identified benefits. II.1.5) COMMON PROCUREMENT VOCABULARY (CPV) Main Code Additional Codes II.1.6) CONTRACT COVERED BY THE GPA YES II.2) TOTAL FINAL VALUE OF CONTRACT(S)

5 Lowest offer and highest offer GBP SECTION IV: PROCEDURE IV.1.1) TYPE OF PROCEDURE Restricted IV.2.1) AWARD CRITERIA Technical (Statement of Requirements) Weighting 50% Commercial (Pricing and Service Credits) Weighting 50% IV.2.2) AN ELECTRONIC AUCTION HAS BEEN USED NO IV.3.1) FILE REFERENCE NUMBER ATTRIBUTED BY THE CONTRACTING AUTHORITY SS3/08/307 IV.3.2) PREVIOUS PUBLICATION(S) CONCERNING THE SAME CONTRACT PRIOR_INFORMATION_NOTICE of CONTRACT_NOTICE of SECTION V: AWARD OF CONTRACT CONTRACT NO: SS3/08/307 LOT NUMBER: TITLE: Corporate Print Management Solution (CPMS) V.1) DATE OF CONTRACT AWARD DECISION V.2) NUMBER OF OFFERS RECEIVED 6 V.3) NAME AND ADDRESS OF ECONOMIC OPERATOR Canon (UK) Limited Woodhatch Cockshot Hill Reigate Surrey RH2 8BF UK Tel: Fax: URL: V.4) INFORMATION ON VALUE OF CONTRACT Total final value of the contract Lowest offer and highest offer GBP Excluding VAT V.5) THE CONTRACT IS LIKELY TO BE SUB-CONTRACTED No SECTION VI: COMPLEMENTARY INFORMATION VI.1) CONTRACT RELATED TO A PROJECT FINANCED BY COMMUNITIY FUNDS No VI.2) ADDITIONAL INFORMATION VI.3.1) BODY RESPONSIBLE FOR APPEAL PROCEDURES Metropolitan Police Authority 9th Floor Empress State Building Lillie Road SW6 1TR LONDON UK BODY RESPONSIBLE FOR MEDIATION PROCEDURES

6 VI.3.2) LODGING OF APPEALS VI.3.3) INFORMATION ABOUT THE LODGING OF APPEALS MAY BE OBTAINED Metropolitan Police Authority 9th Floor Empress State Building Lillie Road SW6 1TR LONDON UK VI.3.4) DATE OF DISPATCH OF THIS NOTICE