Managed Print Service

Tender description

Yorkshire Ambulance Service NHS Trust has awarded a three-year contract for the provision of Managed Print Services to Konica Minolta Business Solutions (UK) Limited through a direct award under the Crown Commercial Service (CCS) Framework RM6361, Lot 2.<br/><br/>The contract replaces the Trust's existing managed print services agreement and provides a fully managed fleet of A3 and A4 multifunctional devices, including associated print management software, card reader integration, maintenance, consumables, and support services.<br/><br/>The new contract optimizes the Trust's print estate by retaining 105 existing devices and replacing 22 devices, delivering improved operational flexibility, enhanced service resilience, and a reduction in annual operating costs. The commercial model supports ongoing rationalization of the print estate while maintaining continuity of service across Trust locations and delivering improved value for money over the contract term. Lot 1: A new 3-year contract for the provision of managed print services to Konica Minolta Business Solutions (UK) Limited via a direct award under the CCS Framework (RM6361 lot 2). This procurement replaces the current contract, which is due to expire on 15 June 2026.<br/><br/>The current estate comprises 127 devices (A3 and A4 multifunctional printers), all supported by Paragon licences and card readers, with an annual total cost of approximately £107,806. The proposed solution optimises this estate by retaining 105 existing devices and refreshing 22 devices, delivering a reduced annual cost of approximately £84,045 and an overall saving of circa £71k over the 3-year term (approximately 22% reduction).<br/><br/>A key feature of the proposed commercial model is the distinction between retained and new devices. The 105 retained devices will be charged at a fixed annual rate and can be removed at any time without penalty, providing flexibility to rationalise the estate as demand changes. In contrast, the 22 new devices are subject to full-term lease commitments, meaning any early return would incur payment of the remaining rental. However, operational flexibility exists to reallocate devices across sites, enabling the Trust to optimise usage while maintaining financial commitments on new assets.<br/><br/>The proposal also includes fixed pricing for the contract term, no hidden costs, free consumables recycling, automated meter readings, and enhanced service support, including a dedicated customer success manager and proactive device monitoring. The solution maintains continuity with an incumbent supplier that has demonstrated strong performance (circa 99.9% uptime) and deep understanding of the Trust’s operational requirements, thereby minimising implementation risk and service disruption.<br/><br/>This procurement aligns with financial efficiency objectives, sustainability goals (through device reuse), and operational continuity. The hybrid model of retained and refreshed devices ensures both cost reduction and flexibility, while maintaining service quality and resilience.