FOI Release: Multi-Functional Devices and printing scanning services contracts

Published: 24 August 2023
Freedom of information class: How we procure goods and services

Information request under the Freedom of Information (Scotland) Act 2002 (FOISA).

FOI reference: CW-2023-169
Date received: 21 April 2023
Date responded: 03 May 2023

Information requested

  1. Number of MFDs (Multi-functional devices) & photocopiers at Registers of Scotland
  2. Name of incumbent
  3. Start/end date of contract (if expired, WHEN do you expect to revisit the marketplace)
  4. Details of any extension options
  5. What framework / Route to market used
  6. Number of regular/desktop printers (in addition to above)
  7. Is there a support contract on above, if yes please state start/end date
  8. Does Registers of Scotland have a Print Room
  9. If yes, name of supplier, number of devices and start/end date of contract, also details of any extension options
  10. Total annual print/copy volumes including, if applicable your Print Room, for (a) mono (b) colour
  11. What Print software does Registers of Scotland run
  12. Your total annual spend on print
  13. Name of person at Registers of Scotland responsible for the running of MFDs and, if applicable, your Print Room


  1. We currently have 12 MFDs and photocopiers.
  2. The contract is currently held by Capital Document Solutions Ltd.
  3. The contract runs from 29/03/2023 to 28/03/2026.
  4. There is an optional 2 year extension (2 x 12 months).
  5. We use the Scottish Government Managed Print Solutions Framework
  6. We currently have 7 small desktop printers for remote workers.
  7. The use of these small desktop printers is minimal and so have no support contract.
  8. Yes, RoS has a print room.
  9. The printers that are held in our print room are included in answers 1 – 5 above.
  10. The total annual print/copy volumes for mono and colour are as follows;
    • Monochrome 2,000,000 approx.
    • Colour 400,000 approx.
  11. RoS runs the papercut software.
  12. Our total annual spend on print is £46,030.12 excl. VAT.
  13. Our Head of IT enablement is responsible for the running of our MFDs

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