Westminster City Council Print & Document Management

1. Westminster City Council Print & Document Management London Heads of Procurement Network Presented by: Andy Salter – Senior Category Manager 3rd December 2013

2. Introduction • Westminster City Council, as with most London Council, utilise a number of services to fulfil their Print and Document Management requirements. The main print services at Westminster are outsourced and to different providers. • With a number of existing service contracts ending in 2014 and with other significant change happening across the business, this provided an ideal opportunity to conduct a detailed review of all print and document related services. • Westminster will go to market in January 2014 using the restricted OJEU process. This will ensure our incumbents have the opportunity to bid for the new contract, which they may not have had if we had chosen to go to market via a different route. • Opening up our contract to a much greater level of competition will provide Westminster with an opportunity to take full advantage of the highly developed market for Print and Document Management solutions, gain significant market intelligence and therefore increase the range of potential solutions. • On completion of the tender process the new service will see existing functions consolidated into a single contract, running over a 5 year term with a possible 2 x 1 year extensions, with the new contract starting in July 2014. • The scope of services, which includes print and fulfilment for both Parking and Planning, will be wide reaching and cover the majority of service requirements not only for Westminster, but possibly those services required by all London Councils, as such we wanted to make this contract available for all to use. • To date 15 London Councils have agreed to be named on the OJEU notice when issued, providing an additional option for those Councils when they review / market test their print and document management services. • To be included on the OJEU notice, please email asalter@westminster.gov.uk by no later than: • Friday 13th December

3. Print & Document Management Scope of Services Archiving & Scanning Print Management Multi Functional Devices (MFDs) Reprographics Digital Mail Services • Print, Copy, Scan, Fax • Secure / Confidential Print • Supply & Maintenance • Ease of Access / Swipe Card / Proximity / PIN • Follow Me Print • Print Routing • Minimal Colour Devices • BYOD connectivity • Scan to File etc. • Web Based Reporting Tools • Transactional & Secure Print • Onsite / Offsite Services • Job Submission Tools • Lithographic Print • High Quality / High Volume Digital Print • Leaflets, Brochures, Posters, Magazines • Variable Data Printing • Campaign Materials • Merchandising / Signage • Design Support / Art Working • Print Routing • BYOD connectivity • Onsite / Offsite High Volume Production • Web Based Reporting Tools • Centre of Expertise and Advice • Binding, General Finishing • Art working • Single Council wide Solution • Security and Confidentiality • Online tools to manage archived documents • Reduction in use of couriers for document retrieval • Scan on demand • Reduced CO2 emissions • Audit trail • Centre of Expertise and Advice • Digital Mailroom • (Inbound Mail Processing) • Hybrid Mail • (Outbound Mail Processing) • Scanning • Cheque Processing • Electronic Mail Distribution • Mail Fulfilment • Reduced Postage Costs – Down Stream Access Providers Detailed Management Information for all services • The new contract will deliver: • cost savings • an effective end to end print and document management solution • a simplified process for staff to access all services, through a single portal, whether in the office or working remotely • reduce our reliance on paper and support the increased use of digital documents • a simplified contract management process • greater visibility on spend, volumes and usage across all services • further opportunities for innovation and process reengineering throughout the contract term

4. Summary • There will be additional opportunities to achieve increased level of savings if, for example we can work together to review common products / printed documentation across a number of authorities and, where possible, to standardise these products • Scope of services will attract market leading organisations for Print and Document Management • Working with a single provider will provide consistency of approach and develop a greater knowledge of the documents being produced and the software and systems being used • Leverage supplier volumes to help reduce costs in addition to consolidating volumes across multiple boroughs where possible • Using a single supplier removes potential confidentiality issues regarding price structure / costs e.g. moving print volume from MFDs with one supplier to onsite/offsite production facility with another supplier • Initial savings generated through tender process • Greater level of savings achievable through on-going contract management • Single point of contact for all services • Simplified billing process – single monthly consolidated invoice with full MI back up to allow for internal recharging • Complete end to end service with scope to grow and adapt workflow through innovation • Clear Audit Trail