Award

Multi-Functional Devices including Production Print Devices, Print Management Software and Managed Print Service

THE NORTH YORKSHIRE COUNCIL

This public procurement record has 1 release in its history.

Award

31 Oct 2025 at 11:09

Award Notice
Summary of the contracting process

The North Yorkshire Council has completed the procurement process for a "Multi-Functional Devices including Production Print Devices, Print Management Software and Managed Print Service" aimed at streamlining operations across various public spaces such as corporate offices, libraries, and leisure centres. The contract, awarded to Canon (UK) Ltd on 16th August 2024, involves supplying 321 multi-functional devices as part of a five-year service spanning from 1st October 2024 to 30th September 2029. The procurement, which followed a selective restricted procedure, falls under the industry category of Photocopying and Offset Printing Equipment. The tender process concluded with arrangements being made for transitioning from the existing supplier between May and June 2024, with the devices expected to be rolled out from 1st July to 30th September 2024.

This contract presents significant opportunities for businesses specialising in print management solutions, particularly those supplying multi-functional and production print devices as well as associated software and services. With a focus on secure, cloud-based solutions that require minimal on-site infrastructure, it sets a favourable stage for technology-focused firms with advanced fleet management capabilities. Although Canon (UK) Ltd, a large-scale supplier, secured the contract, other businesses with innovative solutions in managed print services, secure document technologies, and cloud-based workflow management may find future opportunities in similar tenders as public entities continue their transition towards modern, efficient, and secure operational systems.

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Notice Information

Notice Title

Multi-Functional Devices including Production Print Devices, Print Management Software and Managed Print Service

Notice Description

North Yorkshire Council (NYC) require a Print Management Solution that provides print, copy and scanning functionality across our Corporate Office environments, Public Libraries and Leisure Centres etc. We will require approximately 320 Multi-functional Devices (MFD's) at approximately 200 sites and 7 production print devices divided over 3 separate sites across the County. The Solution enables and supports our vision to reduce print, digitise workflows whilst supporting collaborative working across the organisation, ensuring that there is transparency on usage across the estate, including remote locations supporting both large and small sites with simple internet broadband connections. Several suppliers currently cover 200 NYC locations supplying a fleet of 365 MFD's. NYC intend to reduce the fleet in line with current requirements to 321 devices with one supplier For MFDs, we require the complete solution for secure print, scanning and device management to operate as a cloud service that requires no on-premise servers, appliance devices or maintenance. The devices will be installed within locations designed to provide suitable capacity and availability in an optimised way. Fleet management will be an integral part of the service to be provided throughout the Contract and will be based on analysis of the reporting and discussions with the Supplier's dedicated customer account manager. Reporting of usage across the entire fleet is paramount and should provide NYC with a clear and accurate view of usage, broken down by device and location with the ability to extract data down to user level. Following Contract Award, NYC require successful Proof of Concept to be completed within 15 working days. Transition planning with the outgoing supplier will take place (May-June 2024) ahead of a programme of device roll out, expected to take place between 1st July and 30th September 2024.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-2c51cdde-b486-42f9-bb7c-0e17f8fef4cb
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/c44305c5-80ff-4593-be87-6acadb00cddf
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages

CPV Codes

30120000 - Photocopying and offset printing equipment

30121100 - Photocopiers

30232100 - Printers and plotters

Notice Value(s)

Tender Value
£1,465,004 £1M-£10M
Lots Value
Not specified
Awards Value
£1,465,004 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
31 Oct 20253 months ago
Submission Deadline
10 May 2024Expired
Future Notice Date
Not specified
Award Date
15 Aug 20241 years ago
Contract Period
30 Sep 2024 - 30 Sep 2029 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE NORTH YORKSHIRE COUNCIL
Contact Name
Dale Casson
Contact Email
dale.casson@northyorks.gov.uk
Contact Phone
+44 1723383682

Buyer Location

Locality
NORTHALLERTON
Postcode
DL7 8AD
Post Town
Darlington
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE2 North Yorkshire
Small Region (ITL 3)
TLE22 North Yorkshire
Delivery Location
Not specified
Local Authority
North Yorkshire
Electoral Ward
Romanby
Westminster Constituency
Richmond and Northallerton

Supplier Information

Number of Suppliers
1
Supplier Name

CANON (UK

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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