Multifunctional Devices, Managed Print and Content Services and Records and Information Management

Multifunctional devices for printing, scanning and copying, managed print and records management services.


27/04/2020 – If you have a call-off agreement that is due to expire then please read this advice on your call-off extension options.

1. If your call-off agreement states you still have options to extend available, you can continue to use those extension periods if you choose.
2. If your current agreement expires either before or after the 25th October 2020 and you either:

  • do not have any extension options included within your call off agreement
  • you have used all the extension options stated within your call-off agreement, you can extend until 25 October 2021 but not beyond this date.

3. Customers who want to award a new contract under RM3781 can still do so for the length allowed in the lot specification, providing the call-off is agreed and signed by 25 October 2021.

If you do need to take out an extension on your current contract, please speak to your supplier to talk about your requirements.

07/04/2020 – The contract award notices for the extension of the Lots on this agreement are:
RM3781 Lots 1, 5, 6, 7 – contract award notice extension
RM3781 Lot 2 – contract award notice extension
RM3781 Lot 3 – contract award notice extension
RM3781 Lot 4 – contract award notice extension

27/03/2020 – Due to the current coronavirus COVID-19 outbreak, we are calling on Regulation 72 (1) (c) to extend this agreement for 12 months. This will relieve pressure on the supply chain while short staffed, to help businesses to continue to deliver services and goods to customers. We intend to deliver replacement agreements as quickly as possible after the initial COVID-19 impact.


This 7-lot agreement covers equipment and services for printing, scanning, copying and storage. It includes multifunctional devices (MFDs) and print-management software, plus managed print services, scanning services, workflow integration and consultancy. Our records information management services include digitisation and storage of physical records and the new specialist records management services (cataloguing, listing, appraisal and selection and sensitivity review) which supports government departments in reviewing and selecting records for transfer to places of deposit under the Public Records Act.


  • Managed print service based on output rather than devices
  • Hybrid mail and electronic document and records management systems (EDRMS)
  • Integrate paper documents into digital workflows
  • Consolidate devices and consumables
  • Scale solution to meet business needs
  • Guidance from suppliers to reduce printing
  • Manage existing equipment leases
  • Access to latest hardware and software, including energy-efficient devices
  • Security of devices and data.

Products and suppliers

There are 17 suppliers on this agreement

Lot 1: Print Equipment and Entry Level Print Management Software
Designed for organisations of varying sizes who are able to pre-specify their own requirements based upon the devices available. Aids those who have limited resources by providing a small range of pre-specified machines to choose from.


1 suppliers

Lot 2: Multifunctional Devices and Print Management Software and Services
An extensive catalogue of MFDs ranging from entry level, standalone to fully networked print room equipment, along with the required software options to support organisations with page output, document workflow and relevant business process requirements.


8 suppliers

Lot 3: Managed Print and Content Management Services
A managed print solution supporting you to centralise, securitise and standardise your office output and document infrastructure, within any size of organisation. Looking at best practice, new approaches and changing behaviour across your organisation.


6 suppliers

Lot 4: Records Information Management Service
Storage solutions, off-site and/or on-site scanning, destruction and disposal, storage of inactive records. Please see the 'Why Lot 4?' document for more details on the 6 service lines available.


3 suppliers

Lot 5: Scanning services
On/off site, pre-scanning prep services, document scanning and digitising paper images and other media, e.g. microfilm, microfiche, bulk scanning project management, digital media storage (hosting scanned images on the supplier's or your own repository).


3 suppliers

Lot 6: Sensitivity Review Service
Content review of records to identify potentially sensitive information. Knowledge of law and exemptions applied to content to determine whether information can and/or should be: released to the public, partially retained, or closed.


1 suppliers

Lot 7: Audit and Consultancy Services
Independent vendor neutral audits and consultancy services: evaluation, advice and recommendations on your options: strategic change; process efficiencies; savings and cost control opportunities.


3 suppliers

How to buy

Buying is through direct award or further competition, depending on lot.

Direct award

Lot 1: you can buy direct from Canon’s customer portal.

Direct award or further competition
See the attached documents. Lot 2: Read the guidance ‘Why Lot 2?’ which explains what information is required to run a further competition or make a direct award.

Further competition

Lot 3: Read Preparing for a lot 3 Further Competition.

Lots 4, 5, 6 and 7: read the guidance attached.