The instigation of a new framework for web print and mail has required even previously approved suppliers to submit lengthy and highly detailed information about their businesses.

Last Friday (12 December), XGS strategic sourcing manager Neil Stott issued a letter saying Xerox would be levying a "nominal" £2,500 administration charge to those print suppliers that are successfully selected to help it offset some of the costs involved in the process.

It requests that suppliers respond with their acceptance of the terms by close of business on 16 December.

"It's disgraceful," one printer told PrintWeek under condition of anonymity.

"It has cost my company at least an equivalent amount to provide Xerox with all the information they required, some of which was completely irrelevant. This fee was never mentioned at the beginning of the process and we would have declined to participate at that point if we'd known about it."

PrintWeek understands that at least five major web suppliers will refuse to accept the levy.

XGS confirmed that it had sent out the letter but Stott was unavailable for comment.

The full text of the letter is below.

Dear Supplier,

As you are aware Xerox Global Services are in the final stages of the print and mail supplier tender. To help offset some of the costs of administration and supplier engagement activity Xerox has incurred during this process, Xerox will be levying a nominal administration charge of £2,500 to suppliers that are successfully selected.

This charge will become due and will be payable by cheque (made out to Xerox (UK) Limited) when we communicate our final selection decision later this month.

Please can you confirm your acceptance of this fee in the event that you are successfully selected, by return e-mail no later than 5pm on Tuesday 16th of December 2008 to #####.

If you need any clarification please call ##### in the first instance.

Yours Sincerely,

Neil Stott