Managed Print Services to deliver savings for the Irish Public Sector
Introduction
In researching the market for Managed Print Services (MPS) the NPS engaged fully with both supply and demand. On the supply side the NPS met with the major MPS providers and gained an understanding of the capacity and levels of innovation within the Market. In terms of demand the NPS analysed the available data in relation to print expenditure and consulted extensively with key stakeholders.
In addition the NPS also researched Government policy in order to ensure a strategic fit of the MPS solution. The policy research included engagement with the Department of the Environment, Community and Local Government, Department of Jobs, Enterprise and Innovation, and the Department of Communication Energy and Natural Resources.
The process also included extensive consultation with the Chief States Solicitors Office to ensure that the competition documents (Request for Tender, Framework and Mini-Competition Contract) were legally compliant.
Pre MPS Office Print Environment
For the majority of public sector bodies their current office print regime is rather ad-hoc. A typical Government office has multiple print and imaging devices such as; photocopiers, scanners and faxes. These devices come from a wide range of different suppliers with separate supply and servicing arrangements. The ratio of print devices to staff is often in the region of 1:2 and in some cases as low as 1:1 as a large number of staff would have their own desktop printer. Un-managed print environments result in a plethora of supply arrangements generating a multitude of monthly invoices for processing, covering the supply of; toner, devices, repairs, maintenance and spare parts amongst others. This type of print environment is costly, inefficient and impossible to manage.
The research carried out revealed that there were no definitive figures on the cost of office print due to its ad-hoc nature. However, based on international norms, it is estimated that annual spend in the public sector is around €72 million.
Post MPS Office Print Environment
A Managed Print Service provides a print solution that is strategic, cost efficient and provides the public sector access to modern and reliable service that has been tailored for the specific needs of the organisation. A single, yet comprehensive, invoice is issued every three months that covers all aspects of the print service. All-inclusive costs are measured simply and transparently on a per click basis. Framework Members will provide a minimum service level of 98% up-time and will manage the operation of the service remotely. Remote monitoring will allow for the development of preventative strategies and rapid responses.
Savings in the region of 30% on total print spend are typical for organisations that adopt a MPS solution.
Strategic Impact of the Framework
The Framework Agreement ticks all of the boxes as far as whole of Government Policy is concerned; it promotes indigenous SME involvement, it satisfies green public procurement requirements and it helps to fulfil many of the requirements of the Croke Park Agreement and Public Sector Reform Agenda. More significantly however, this Framework will deliver significant savings of up to €22 million per year if there is a full uptake within the public sector.
Conclusion
The MPS is a real example of innovation in both the delivery of office print and in procurement itself. As well as having the potential to produce significant savings, the MPS framework provides a very close strategic fit with whole of Government policy and it will make a significant contribution to the public sector reform process.
