Published date: 8 August 2016

This notice was replaced on 8 August 2016

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 15 March 2017)

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.


Contract summary

Industry

  • Photocopying and thermocopying equipment - 30121000

  • Office supplies - 30192000

  • Document management software package - 48311000

    • Maintenance and repair of office machinery - 50310000

    • Archive services - 92512000

Location of contract

Any region

Value of contract

£500,000,000 to £700,000,000

Procurement reference

RM3781

Published date

8 August 2016

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

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

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

Crown Commercial Service as the Authority is putting in place a Pan Government Collaborative Framework Agreement for use by UK public sector bodies identified at VI.3 (and any future successors to these organisations), which include Central Government Departments and their Arm's Length Bodies and Agencies, Non Departmental Public Bodies, NHS Bodies and Local Authorities.

The above Public Sector Bodies have a need for Multifunctional Devices, Managed Print and Content, Records and Information Management Services.

The Services within the scope of this Framework Agreement have been divided into 7 Lots:

- Lot 1 Multifunctional Devices (MFD's) and Entry Level Print Management Software
- Lot 2 Multifunctional Devices and Print Management Services
- Lot 3 Managed Print Services and Content Management Services
- Lot 4 Records Information Management Services
- Lot 5 Scanning Services
- Lot 6 Sensitivity Review Service
- Lot 7 Audit and Consultancy Services


Potential Providers have the opportunity to submit a Tender for all or any combination of Lots 1, 2, 3, 4, 5, 6 and 7. However, the successful Potential Provider(s) for Lot 7 are required to provide an entirely independent vendor neutral audit, therefore if successful on any other Lots, the Potential Provider must make the choice of accepting a single award for Lot 7 or accept award for any other Lot(s) which they are successful.

The Authority has taken the decision to award this procurement in two (2) Phased periods, Phase 1 is applicable to Lots 2 and 3. Phase 2 is applicable to Lots 1, 4, 5, 6 and 7.

In the event that a Potential Provider bidding for Lots 2, 3 and 7 is successful in the Phase 1 award stage for Lot 2 and/or Lot 3 then the Potential Provider will be required to formally withdraw their bid for Lot 7 during the Phase 1 award stage and confirm that they intend to accept the offer of award for Lot 2 and/or Lot 3. Alternatively, if the Potential Providers preference is for their bid to be evaluated for Lot 7, then they shall be required to formally reject the offer of award for Lot 2 and/or Lot 3 during the Phase 1 award stage.

In order to ensure that the competition on the Framework Agreement is not distorted, Potential Providers are not permitted to submit more than one Tender for each Lot regardless of whether that Tender is submitted in their own name or as part of a Group of Economic Operators. If a Potential Provider submits more than one Tender for a Lot, the Authority is entitled to disqualify one or all of the Tenders submitted by the Potential Provider in respect of the relevant Lot.

The duration of the Framework Agreement referenced in Section II.1.4 is for the placing of orders, and all Framework Agreements will be awarded for a term of four (4) years. Please refer to indicative Award timetable in Attachment 1 - Invitation to Tender which details Award dates for all seven (7) Lots.

More information

Attachments

Additional text

This procurement will be managed electronically via the Authorities e-Sourcing Suite. To participate in this procurement, participants must first be registered on the e-Sourcing Suite. If you have not yet registered on the eSourcing Suite, this can be done online at

https://gpsesourcing.cabinetoffice.gov.uk

by following the link 'Register for CCS eSourcing'. Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Full instructions for registration and use of the system can be found at

https://www.gov.uk/government/publications/esourcing-tool-guidance-for-suppliers

Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing
ExpressionOfInterest@crowncommercial.gov.uk

Your email must clearly state: the name and reference for the procurement you wish to register for; the name of the Potential Provider; and the name and contact details for the registered individual sending the email. The Authority will process the email and then enable the Potential Provider to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to eSourcing Suite email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information.
For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service Support Desk email:

eEnablement@crowncommercial.gov.uk

A full copy of the ITT documentation for this procurement will be available for unrestricted and full direct access, free of charge via Crown Commercial Service website from the date of this publication of the contract notice:

http://ccs-agreements.cabinetoffice.gov.uk/procurement-pipeline

About the buyer

Address

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

Telephone

0345 010 3503

Email

supplier@crowncommercial.gov.uk

Website

www.gov.uk/ccs