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Managed print services procurement for Queensland Police

by Pallavi Singhal •
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The Queensland Police Service (QPS) is looking to consolidate its fragmented printer hardware environment by moving to a managed print services arrangement with a single supplier.

QPS has issued a request for Expressions of Interest (EOI) to shortlist vendors prior to an Invitation to Offer. The agency intends to “select an external entity to assume the responsibility of managing QPS' existing printing fleet”. The EOI closes on 4 December 2013.

“The aim of this tendering process is to obtain a service which improves the delivery of QPS printing services, reduce costs and achieve environmental improvements through rationalisation of hardware, reduction in printing consumables and analysis of printing habits”, according to EOI documents.

The service arrangement envisioned in the EOI request includes the provision of printer devices, installation, device management and maintenance, associated software, and operational services on a managed service basis.

QPS currently owns its printer fleet of nearly 3,400 devices which serves the needs of 14,500 full-time equivalent staff. It undertakes periodic hardware replacements.

However, if a decision is made to adopt a managed print service arrangement, QPS intends to “divest the responsibilities of device fleet management, refresh, device selection and replacement and rationalisation” to the successful vendor, according to the EOI.

Nearly 30 per cent of QPS printer devices are over five years old and due for replacement. Another 18 per cent of devices are between three and five years old, and 46 per cent are less than three years old.

“Should QPS establish a MPS with an organisation (through a subsequent ITO process), the timing and selection of device replacements would be the responsibility of the selected organisation”, state EOI documents.

QPS’s printer fleet is comprised of a variety of different models, with maintenance and support services provided by a number of vendors:

  • Around 2,400 devices (71 per cent of the fleet) are provided by Hewlett-Packard;
  • Around 700 devices (21 per cent) are provided by Konica Minolta; and
  • The remaining 300 devices are provided by a number of other vendors.

Although the current EOI is limited to QPS, the scope of the arrangement may be expanded to encompass a number of other “associated agencies which are in the process of forming under the Public Safety Business Agency (PSBA)” including the Queensland Fire and Rescue Service, according to EOI documents.

The establishment of the PSBA is currently underway, and will merge the finance, human resource, information management, procurement and legal services requirements of QPS and the newly formed Department of Fire and Emergency Services (that combined the former Emergency Management Queensland and Queensland Fire and Rescue Service).

The overhaul of business operations was recommended by the August 2013 Keelty Police and Community Safety Review.

“The creation of the Portfolio Business provides a significant opportunity to deliver more innovative business support outcomes for QPS and DFES and eliminate duplication and waste,” according to a media statement.

The shift to a managed services arrangement aligns with whole-of-Queensland-Government cost saving measures including “obtaining a service rather than continuing to purchase equipment”, state EOI documents.

This direction is included in the Queensland Government ICT Strategy 2013-17, which states that the “Queensland Government will increasingly become a purchaser of ICT services from private providers, and will safely but aggressively reduce its ownership and management of ICT assets and non-critical software applications”.

A number of other Queensland agencies have previously approached the market for managed print services, including the Department of Education, Training and Employment and Queensland Urban Utilities.

Other jurisdictions also appear to be taking a similar approach, including Victoria Police which approached the market in mid-2013 for the outsourced service delivery of its wider ICT environment including managed print services.

Transport for NSW and NSW Government shared services provider ServiceFirst also approached the market in December 2012 for managed print services. The NSW ServiceFirst deal also extends to the provision of managed print services to its client agencies, including the Department of Finance and Services.

At the Federal level, a mandatory whole-of-government panel for Managed Print Services has been available since 2011. Providers eligible to supply “major office machines services on a ‘per impression’ fee basis” to Federal Government agencies are:

  • CSG;
  • Canon;
  • Konica Minolta; and
  • Ricoh.

View QPS profile in GovFacts >>>

Related Articles:

New IT chief for Queensland Police

Mobile projects coming up for QLD, WA and VIC police

ICT Audit reveals Queensland’s technology rescue plan

For more information, please contact the Editor (02) 9955 9896.

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  • QLD
  • Hardware
  • Justice
  • Canon
  • CSG
  • Emergency Management Queensland
  • Hewlett-Packard
  • Keelty Police and Community Safety Review
  • Konica Minolta
  • Public Safety Business Agency
  • Queensland Department of Fire and Emergency Services
  • Queensland Fire and Rescue Services
  • Queensland Government ICT Strategy 2013-17
  • Queensland Police Services (QPS)
  • Ricoh