External print spending

FOI request reference: F0051945
Publication date: April 2018

Request

We are conducting some research on wider public sector external print spending and would like to find out the following:
1. What is your total expenditure per annum on external print purchasing and related activity?
2. Details of the supplier/s used and spend with each
3. Details of any current in house print function and value of print produced ‘in house’ vs. outsourced
4. How much of your total external print outsourced spend is procured through Crown Commercial Framework Agreements such as RM 3785 Managed Print and Digital Solutions, RM 921 Print Vendor Partner, RM 1687 Wider Public Sector Framework, RM1063 Postal Goods and Services Framework Agreement, if so please provide values
5. How likely are you to utilise the new RM3785 Managed Print and Digital Solutions – LOT 2 – Tailored Managed Print Solutions for your future requirements, if not are there any reasons why?
6. Details of when the contract/s were last tendered and when they are due for renewal
7. Who within the organisation has overall responsibility for Print and Digital Solutions?
We do not require details on internal print production, for example on multi-functional devices.

Outcome

Successful

Response

1. What is your total expenditure per annum on external print purchasing and related activity?
2. Details of the supplier/s used and spend with each

Below are the amounts spent by The National Archives across primary suppliers for two financial years (to date):

2016-17 Williams Lea Ltd. – £14,567
Total: £14,567

2017-18 Williams Lea Ltd. – £5,999
2017-18 Allied Publicity Services – £7,175
Total: £13,174

• Please note all figures are rounded to the nearest pound.

• For the purpose of this request, we have interpreted ‘print spending’ to relate to paper printing. The majority of these costs cover ‘traditional’ (e.g. leaflet/brochure/annual report) paper printing, although there may be some charges for collateral (e.g. pull up banners) which cannot be separated from the overall spend.

• A small number of similarly ‘traditional’ printing jobs were purchased from other external companies/organisations. For the period above, these amount to approx. £1500.

3. Details of any current in house print function and value of print produced ‘in house’ vs. outsourced

There is no value of print produced ‘in house’ vs. outsourced. The National Archives does have an internal fast copy printing provision; all of the equipment and consumables are purchased directly by The National Archives and the staffing for the service is provided within our existing Total Facilities Management (TFM) contract.

4. How much of your total external print outsourced spend is procured through Crown Commercial Framework Agreements such as RM 3785 Managed Print and Digital Solutions, RM 921 Print Vendor Partner, RM 1687 Wider Public Sector Framework, RM1063 Postal Goods and Services Framework Agreement, if so please provide values

The National Archives has used the RM921 Print Vendor Partner and RM3785 Managed Print and Digital Solutions. The sum paid to Williams Lea in response to question one is the total spent through RM921. The sum paid to Allied Publicity Services provided in response to question one is the total spent through RM3785.

5. How likely are you to utilise the new RM3785 Managed Print and Digital Solutions – LOT 2 – Tailored Managed Print Solutions for your future requirements, if not are there any reasons why?

The FOI Act gives a general right of access to all types of recorded information held by public authorities. We are not required to create new information to respond to a request, or give a judgement or opinion that is not already recorded. As this question is asking for an opinion, it fall outside the scope of the Act. We will therefore not be responding to this question.

6. Details of when the contract/s were last tendered and when they are due for renewal

The current framework agreement with Allied Publicity Services was let in December 2016. The National Archives started using it 01 July 2017. Information about the framework’s overall start and end date can be found on the Crown Commercial Service website, using the link below:

https://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3785

As the Crown Commercial Service is the contract holder, we do not hold information about when the retendering process will start.

7. Who within the organisation has overall responsibility for Print and Digital Solutions?

There is not one individual with overall responsibility for Print and Digital Solutions at The National Archives. The procurement department is responsible for contractual arrangements in general.