Published date: 15 March 2017

Last edited date: 23 March 2020

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.

Closing: 5 September 2016

Contract summary


  • Office machinery, equipment and supplies except computers, printers and furniture - 30100000

  • Maintenance and repair of office machinery - 50310000

  • Photocopying services - 79521000

    • Printing and related services - 79800000

Location of contract

Any region

Value of contract


Procurement reference

RM3781 Lot 2 Corrigendum

Published date

15 March 2017

Closing date

5 September 2016

Contract start date

26 October 2016

Contract end date

25 October 2020

Contract type

Service contract

Procedure type

Open procedure (above threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?


Contract is suitable for VCSEs?



The scope of this Lot 2 Multifunctional Devices and Print Management Software and Services is for the provision of a catalogued range of new digital and remanufactured digital Equipment ranging from entry level, standalone, single function desktop printers (only where balanced deployment is required) through to fully networked Print Room Equipment along with the required Software options to support Contracting Authorities page output, document workflow and relevant business process requirements.
Potential Providers for lot 2 shall be able to provide all of the following services and requirements:
- Mono, colour and colour-capable MFDs, digital copiers, mono and colour network printers and Print Room Devices, including A0 Wide Format and 3D Devices, all with standard network interfaces.
- Print Room services, including web based client job submission, electronic job ticketing, and visual costindication for Users, email job status feedback, print finishing options, online and offline, document clean up Software, further defined Service Level Agreement to reflect critical nature of Devices.
- All the above Devices utilised within an Enhanced Service provision, where required, including Software options to enable process improvements and cost efficiencies such as, cloud based mobile printing, inbound mail and hybrid mail.
- Software to enable product management e.g. remote diagnostics.
- Push and pull printing Software.
- Functionality to enable email to print and web to print.
- Options, including paper storage/feed, finishing, print controller/RIP, memory, PostScript, hard disks, fax etc.Duplex is shall be provided as standard for all but the slowest Devices.
- Consumables including toner staples, and Customer Replaceable Units (CRU).
- Auditing Software for print management/accounting, print routing / load balancing, email notification,scanning Software with optical character recognition (OCR).
- Enabling document management/archiving tools which ensure seamless integration into contracting authorities' existing document management software platforms.
- Maintenance and support, including training (on and off-site).
- Surveys/Print Assessments - essentially fact-finding and verification of existing Equipment/estate, networks,principal flows and page output, ideally with vendor neutral analysis and further recommendations / proposals tothe Contracting Authorities (typically provided following award of the Call Off Contract).
- Finance options offering Contracting Authorities flexibility relating to the payment configuration, including lease, rental offerings, asset management, and cost per copy/page.
The Lot 2 Framework Agreement will expire on 26.10.2020. The maximum Call Off Contract period is for five (5) years (60 months) for non-Print Room Equipment and seven (7) years (84 months) for Print Room Equipment.

More information


Additional text

Due to the current COVID-19 pandemic, Crown Commercial Service (CCS) believes that the first condition set out
in Regulation 72(1)(c) Public Contracts Regulations 2015 has been fulfilled in respect of the Framework
Crown Commercial Service has taken the decision to extend existing framework agreements that were due for
reprocurement for a period of twelve (12 months). This is to enable CCS resource to be diverted to procuring
urgent requirements to deal with COVID-19 consequences and to relieve pressure on the supply chain while
short staffed, to enable businesses to continue to deliver services and goods to customers. CCS intends to deliver
replacement framework agreements as quickly as possible after the initial COVID-19 impact

About the buyer


9th Floor, The Capital
Old Hall Street
L3 9PP


0345 010 3503