Spend on Office Supplies and Associated Products

Your request was about the following information:

Q1. Spend on Office supplies and associated products for the below financial years: a. 1st April 2022 – 31st March 2023 b. 1st April 2023 – 31st March 2024

Q2. a. Start date & duration of Contract?

b. Is there an extension clause in the contract and, if so, the duration of the extension?

c. Has a decision been made yet on whether the contract is to be either extended or renewed?

Q3. Who is the senior officer (outside of procurement) responsible for the contract?

Q4. Name of Incumbent Supplier?

Q5. How long have you traded with them?

Q6. If you publish your register of contracts and purchasing, can you please provide a website link.

Q7. In addition, can you confirm if you have a contract in place for Tail End Spend.

We then asked you for some further information in order to identify and locate the information that you have asked for. In particular, we asked you to clarify what you mean with associated products and what you would like us to include in our response regarding this.

You replied:

Thank you for your email, to clarify I would like information on your spend on Office Supplies (stationery), Paper, Ink and Toner.

Ideally all spend that is identified under the following CPV Code. 30000000 – Office and computing machinery, equipment and supplies except furniture and software packages I had added a description below.

Office and computing machinery, equipment and supplies except furniture and software packages code description The category “Office and computing machinery, equipment and supplies except furniture and software packages” encompasses a wide range of products and items that are essential for office operations and computing needs. It includes office machinery, equipment, and supplies, excluding computers, printers, and furniture. This category covers items such as photocopiers, scanners, shredders, paper, stationery, writing instruments, and other office essentials. Additionally, it includes computer equipment and supplies, such as monitors, keyboards, mice, cables, and other peripherals Tail-end spend refers to ad hoc spending and uncategorized supplier purchases that are low in volume, frequency or value. It is also defined as the 20% of non-core transactions that are left unmanaged. Tail-end spend usually accumulates through low-value transactions companies engage in with their suppliers, though they do not occur frequently. The most common definition for tail-end spend is the 80/20 rule, where tail-end spend is typically defined as 80% of the company’s transactions that only account for around 20% of the actual total company spend.

A1.

a. Spend or this year is £68302.03

b. Spend for this year is £34872.81

We would like to mention that in Food Standards Scotland (FSS) we don’t use the CPV code for our expenditure. In FSS we use a number of account codes to categorise different types of expenditure.

Lyreco UK Ltd.

A2.

a. The current contract has been in place from 1 July 2023 and will expire on 30 June 2027 - therefore duration is four years. Food Standards Scotland (FSS) call off from the Scottish Government framework in place for the provision of General Office Supplies.

b. The FSS contract aligns with the duration of the framework.

c. No decision has been taken on whether the contract will be extended or renewed.

A3. Food Standards Scotland employee is the senior officer (outside of procurement) responsible for this contract.

A4. The name of the Incumbent Supplier is Lyreco UK Ltd.

A5. FSS traded with Lyreco UK Ltd since June 2016.

Ricoh UK Ltd.

A2.

a. The current contract has been in place from 1 March 2020 and will expire on 28 February 2025 - therefore duration is five years. FSS call off from the Scottish Government framework in place for the supply of multi functioning devices (printing).

b. The FSS contract aligns with the duration of the framework.

c. No decision has been taken on whether the contract will be extended or renewed.

A3. Food Standards Scotland employee is the senior officer (outside of procurement) responsible for this contract.

A4. The name of the Incumbent Supplier is Ricoh UK Ltd. A5. FSS traded with Ricoh UK Ltd. since December 2014.

Computacenter UK Ltd

A2.

a. The current contract has been in place from 16 May 2022 and will expire on 15 May 2026 - therefore duration is four years. FSS call off from the Scottish Government framework in place for the supply of IT Peripherals.

b. The FSS contract aligns with the duration of the framework.

c. No decision has been taken on whether the contract will be extended or renewed.

A3. Food Standards Scotland employee is the senior officer (outside of procurement) responsible for this contract.

A4. The name of the Incumbent Supplier is Computacenter UK Ltd. A5. FSS has traded with Computacenter UK Ltd since May 2022.

A6. These contracts are included on the FSS internal contracts register. Any regulated procurements tendered/issued will be added to the FSS register at

https://www.publiccontractsscotland.gov.uk/

A7. There is no contract in place for Tail End spend.