Decision details

To approve the purchase of 20 Kyocera Taskalfa, 1 Sharp MXM905, 1 Sharp MX6580 and associated software at a cost of £64,295.74.The purchase is to be funded from capital resources and incorporated into a revised capital programme.

The supplier of the above devices is Capita Business Services Ltd who were the successful tenderer following a tender exercise overseen by the Council’s Procurement Manager.

The decision to purchase from Capita Business Services Ltd was approved by the S151 officer at a meeting held on 18^th September 2018

Purchase is required as the Council was given notice by its existing supplier (Konica) on 13 June 2018 that the existing devices would no longer be supported after 13 September 2018.

The new devices the Council has purchased have an expected useful life of 5 years and hence constitute valid capital expenditure. At the time of presenting to members the most recent update to the capital programme on 19 July 2018, no decision had been taken as to how the Council would procure MFDs. Consequently, approval is sought to vary the capital programme to include the purchases set out below. 

Replacement of the MFDs was essential to ensure continuity of service.  After 13 September 2018 the Council would have had to pay a call-out charge each time one of its printers broke down or required repair. The lead time associated with the ordering and installation of new equipment necessitated a prompt decision after the tender process had been concluded.

The Council could have leased the equipment under the terms of an operating lease which would have meant that capital resources were not required to fund the purchase. This was not considered to provide value for money based on the assessment of officers.