Decision details

Capital Funding Request for Replacement Printers / MFDs

Decision Maker: Business Improvement and Projects Sub-Committee

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes


To inform the Business Improvement Sub-Committee of the approach adopted regarding replacement of Multi Function Devices (MFDs) with more cost effective devices and to seek the release of capital to support this.


To release capital to support the purchase of two multi-function devices (MFD).

Reasons for the decision:

There is a clear business case for adopting the proposal.  Although Breckland will be tied into a three year contract, this isn’t expected to impede any other printer/scanning proposal/model and will deliver a good return/cost avoidance on investment.


Procurement using capital is also recommended to maximise revenue reductions year on year, thereby supporting the overall aims of the Authority.

Alternative options considered:

Option 1

To do nothing. This would provide the same service at the same cost but with an increasing maintenance overhead, and potential service disruption due to hardware failure.


Option 2

To remove but not replace faulty devices, thereby removing some costs of printing. However, the current MFD devices have been located to support c30+ users per device, therefore the outcome of removal of an existing MFD would be to overload one of the remaining devices (therefore hastening wear and tear), but with overall print costs transferring (and not reducing), and the added time/productivity expense of staff crossing the building to collect prints. Likely overall impact would therefore be negligible.


Option 3

To divert all prints to a high volume printer in Reprographics. Again, net effect would be negligible as costs would transfer to another cost centre, with the added impact of potentially delaying/impacting on time critical high volume print runs from Comms/Member Services.


Option 4

To adopt a lease model rather than capital – however, the Authority is very keen to reduce where possible its on going revenue commitments – therefore the recommendation is that the MFDs are funded from the Capital refresh pool (which has money allocated for hardware refresh already.)

Publication date: 20/01/2011

Date of decision: 18/01/2011

Decided at meeting: 18/01/2011 - Business Improvement and Projects Sub-Committee

Effective from: 28/01/2011

Accompanying Documents: