Tender

Multifunctional Devices (MFDs) and Managed Print Services - CF

CITY OF LONDON CORPORATION

This public procurement record has 1 release in its history.

Tender

06 Feb 2025 at 16:09

Tender Notice
Summary of the contracting process

The City of London Corporation invites tenders for a new Multifunctional Devices (MFDs) and Managed Print Services contract, aiming to replace their current agreement which concludes in 2025. The procurement includes two lots; Lot 1 for core Multifunctional Devices (MFDs) and Managed Print Services, and Lot 2 for Print Room Services located at the Guildhall, London EC2P 2EJ. Interested parties must participate in the open tender process, with all submissions due by 10th March 2025. The initial contract term is five years, with discretionary extension options up to a total of seven years. The estimated value for the full duration of the contract, including extensions, is approximately £3,500,000.

This tender presents significant business growth opportunities for providers of printing devices and managed print services. Companies specialising in MFDs, print management solutions, and print room operations are well-suited to compete. Smaller firms are less likely to benefit as this contract is not suitable for SMEs or VCSEs. Submitting a comprehensive qualification envelope and relevant ITT documents for each bid lot is essential for consideration. Successful bids can secure long-term business partnerships with the City of London Corporation and its associated institutions, including City of London Police, Barbican, libraries, and schools.

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Notice Information

Notice Title

Multifunctional Devices (MFDs) and Managed Print Services - CF

Notice Description

The Digital Information & Technology Services (DITS) Team are looking to procure a managed print provider. The Corporation's current Managed Print service contract ends in 2025. This contract covers City of London Corporation, City of London Police, Barbican, Libraries (including public printing), Schools and Print room with a print fleet of 513 devices deployed at around 34 post codes. The print volumes in many areas in the Corporation have reduced post pandemic while some have returned to pre-pandemic levels. The Project's objective is to procure a new Multifunctional Devices (MFDs) and Managed Print Services contract to replace the current contract. The initial duration of the contract is 5 years, subject to the right of the City (at its sole discretion) to exercise its right to extend the term of the contract for up to 2 years in line with the published Terms and Conditions. Therefore, the total potential duration of the contract, including extensions, is 7 years. The City reserves the right to vary the term of the contract further in line with the published Terms and Conditions. Please note that the contract value is up to PS475,517 per annum in line with the published Tender Documents and the published Terms & Conditions, for Lot 1 and PS24,484 p/annum for Lot 2 (Print Room Services). The estimated contract value given is for the full duration of the contract including the maximum possible extensions. The estimated annual contract value is therefore PS3,500,000. This is a multi lot procurement. Lot 1 being for the core Multifunctional Devices (MFDs) and Managed Print Service contract and Lot 2 being for the Print Room Services situated at the Guildhall, London EC2P 2EJ. ALL bidders MUST complete and submit a response to the overarching qualification envelope (itt_22 - Multifunctional Devices (MFDs) and Managed Print Services - Qualification Envelope) when submitting a tender, irrespective of which lot(s) are being bid for. In addition each bidder must complete and submit a response to the ITT corresponding with the lot(s) they are bidding for, as follows: itt_23 - Multifunctional Devices (MFDs) and Managed Print Services - Lot 1 itt_24 - Multifunctional Devices (MFDs) and Managed Print Services Lot 2 - (Print Room Services) For example, where a bidder is bidding for both lots, they should complete and submit: itt_22 itt_23 itt_24 Bidders are only required to complete and submit a response to the qualification envelope (itt_22) once, as this will be applicable to all lots being bid for. Any bids received that do not include a completed qualification envelope and ITT for the respective lot(s) being bid for will be disqualified. Additional information: Please note that this procurement process is being undertaken using the electronic tendering system 'Jaggaer' (url: https://cityoflondon.ukp.app.jaggaer.com). Participants should register as a supplier on the portal using the aforementioned URL/link (if not already), then search for the opportunity titled using the Reference number stated below. The estimated total value of the contract is stated in the Summary Information section of this notice and is exclusive of VAT and for the initial duration, including all the potential optional requirements as described within the tender documents. The procurement is being run as a one stage process under the open procedure and therefore, if your organisation would like to participate in this tender exercise, it can by completing and returning the Qualification Envelope and the Invitation To Tender documents which can be found on the City's e-procurement portal at: www.capitalesourcing.com with the Reference number: prj_28 or itt_22 (Qualification Envelope), itt_23 (Multifunctional Devices (MFDs) and Managed Print Services - Lot 1) and itt_24 (Multifunctional Devices (MFDs) and Managed Print Services - Lot 2 (Print Room Services). Organisations must submit their completed Qualification Envelope and Invitation to Tender documents, via the system by the return deadline in order to participate and registration is free. Qualification Envelopes and Invitation to Tender (ITT) documents cannot be uploaded after the return deadline. The contracting authority will not be held accountable for any errors made by an organisation in submitting their applicable Qualification Envelopes and Invitation to Tender (ITT) documents. The contracting authority reserves the right at any time to vary the timescales in this notice, cease the procurement process and not award the agreement or to award only part of the opportunity described in this notice. If the contracting authority takes up any of these rights then it will not be responsible for, or pay the expenses or losses, which may be incurred by any candidate or tenderer as a result. Economic operators are solely responsible for their costs and expenses incurred in connection with the preparation of their tender submissions and all stages throughout the procurement. Under no circumstances will the contracting authority be liable for costs or expense borne by the economic operators. The procurement process that will apply to the requirement is specified in the procurement documents accordingly. This is a multi lot procurement. Lot 1 being for the core Multifunctional Devices (MFDs) and Managed Print Service contract and Lot 2 being for the Print Room situated at the Guildhall, London EC2P 2EJ. This is a reminder that This is a multi lot procurement. Lot 1 being for the core Multifunctional Devices (MFDs) and Managed Print Service contract and Lot 2 being for the Print Room situated at the Guildhall, London EC2P 2EJ.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-9e547cc0-a607-4762-9a6f-45050fcab902
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/a461072a-9692-4882-ae42-66b9e525081f
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

22 - Printed matter and related products

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

48 - Software package and information systems

CPV Codes

22610000 - Printing ink

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

30122000 - Office-type offset printing machinery

30192112 - Ink sources for printing machinery

48824000 - Printer servers

Notice Value(s)

Tender Value
£3,500,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
6 Feb 20251 years ago
Submission Deadline
10 Mar 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
31 Jul 2025 - 31 Jul 2032 Over 5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CITY OF LONDON CORPORATION
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC2P 2EJ
Post Town
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI43 Haringey and Islington
Delivery Location
TLI London
Local Authority
Islington
Electoral Ward
Clerkenwell
Westminster Constituency
Islington South and Finsbury

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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