Download printable version of UK Standards Agency Multi-functional Devices Procurement case study

Project:

UK Standards Agency Multi-functional Devices Procurement

Scope:

 

The current MFD estate was over over 3 years old, sourced from a small reseller. The service and maintenance was expensive, based on a cost per copy per machine, plus the vendor had been unreliable.

The MFD market is fiercely competitive with a large number of manufacturers and re-sellers. Vendors have various different methods of quoting for business some of which are complex and can be misleading. In this context our client wished to deploy Turnstone's specialist capabilities to ensure safe delivery of the project, and also to take on the workload and insulate them from all the bidders.

 

Key Business Benefits:

 

By using Turnstone’s procurement, RFP knowledge and evaluation experience the 10 vendors were reduced to a short list of 3. From this the most optimum vendor was chosen, with the following benefits:

-       They agreed to provide a rolling replacement of equipment over a period of 12 months to minimize disruption.

-       Lower servicing costs for both black & white and colour copies, A3 and A4

-       High level security software for finger printing

-       The ability to use any machine at any  location

This was achieved without the client having to invest a lot of time in running the process.                   

 

The Turnstone Approach:

 

Turnstone undertook a review of all existing kit at 5 UK locations. There was a variety of machines from high to medium sized volume. This kit was used not only for photocopying, but for printing from desktops, faxing, scanning and emailing. Access was via a pin number linked to the user’s cost code. Some additional networked HP printers also existed.

A request for proposal was compiled that asked for a variety options including:-

-       Complete replacement of all MFDs

-       Partial replacement of worn out machines

-       Secure printing either by password or fingerprint

-       Separate break fix contract for networked HP printers

Various finance options were also sought either by leasing or by purchase

The RFP was sent out to 10 vendors which consisted of re-sellers and manufacturers. A number of these were well known brands in the MFD market.

A full evaluation took place of all the options to seek best business solution and meet the demands of the client. These were presented to the client with the proposed solution.