Award

Lease Supply & Maintenance of Multi-Functional Devices

HAMPSHIRE COUNTY COUNCIL

This public procurement record has 1 release in its history.

Award

05 Feb 2026 at 10:49

Award Notice
Summary of the contracting process

Chichester District Council, acting through Hampshire County Council, has completed the procurement process for the lease, supply, and maintenance of multi-functional devices by awarding a contract to Ricoh UK Limited. This four-year agreement, managed under the KCS Y20031 framework, focuses on office automation equipment specifically tailored for the South East region of the United Kingdom. The procurement stage is at the 'Award' level as of 5th February 2026, with the contract set to commence on 1st January 2026 and conclude on 31st December 2029. The procurement method was selective via a call-off from a framework agreement, ensured for high efficiency and compliance with industry standards.

This contract presents considerable growth opportunities for large-scale companies specialising in office automation services and solutions. Those equipped to provide comprehensive maintenance and support services, including quick response times and manufacturer-certified engineering support, are well-placed to compete. The focus on enhanced security measures and upgraded software solutions may also attract businesses keen to demonstrate proficiency in integrating advanced technological frameworks. Although small and medium-sized enterprises and voluntary, community and social enterprises were not the target, future tenders in similar frameworks might offer inclusive participation possibilities.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Lease Supply & Maintenance of Multi-Functional Devices

Notice Description

THIS IS A NOTICE ON BEHALF OF CHICHESTER DISTRICT COUNCIL. Chichester District Council has awarded a four-year contract for the lease, maintenance, and software upgrade of existing Ricoh multi-functional devices under the KCS Y20031 - Supply of Multi-Functional Devices and Digital Solutions Framework. The contract ensures continuity of service for the Council's current fleet of devices, including installation and configuration of Ricoh Control Suite to replace Equitrac 5, delivering enhanced security (TLS 1.2 compliance), improved access control, and integration with updated server infrastructure. The agreement includes 18 embedded licences, 10 capture and send licences, and comprehensive maintenance and support, with guaranteed response times and access to manufacturer-certified engineers.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-bc2fafa1-b953-4b8e-8bc8-403f1c720d77
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/d621ac42-9af4-4f40-ac20-d8de41bb5b11
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

CPV Codes

42964000 - Office automation equipment

Notice Value(s)

Tender Value
£72,184 Under £100K
Lots Value
Not specified
Awards Value
£72,184 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
5 Feb 20262 weeks ago
Submission Deadline
8 Dec 2025Expired
Future Notice Date
Not specified
Award Date
8 Dec 20252 months ago
Contract Period
1 Jan 2026 - 31 Dec 2029 4-5 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
HAMPSHIRE COUNTY COUNCIL
Contact Name
Teree Verduijn
Contact Email
procurement.clients@hants.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
WINCHESTER
Postcode
SO23 8ZB
Post Town
Southampton
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ36 Central Hampshire
Delivery Location
TLJ South East (England)
Local Authority
Winchester
Electoral Ward
St Michael
Westminster Constituency
Winchester

Supplier Information

Number of Suppliers
1
Supplier Name

RICOH

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-b5fd17-bc2fafa1-b953-4b8e-8bc8-403f1c720d77-2026-02-05T10:49:30Z",
    "date": "2026-02-05T10:49:30Z",
    "ocid": "ocds-b5fd17-bc2fafa1-b953-4b8e-8bc8-403f1c720d77",
    "language": "en",
    "initiationType": "tender",
    "tender": {
        "id": "CDC28321",
        "title": "Lease Supply & Maintenance of Multi-Functional Devices",
        "description": "THIS IS A NOTICE ON BEHALF OF CHICHESTER DISTRICT COUNCIL. Chichester District Council has awarded a four-year contract for the lease, maintenance, and software upgrade of existing Ricoh multi-functional devices under the KCS Y20031 - Supply of Multi-Functional Devices and Digital Solutions Framework. The contract ensures continuity of service for the Council's current fleet of devices, including installation and configuration of Ricoh Control Suite to replace Equitrac 5, delivering enhanced security (TLS 1.2 compliance), improved access control, and integration with updated server infrastructure. The agreement includes 18 embedded licences, 10 capture and send licences, and comprehensive maintenance and support, with guaranteed response times and access to manufacturer-certified engineers.",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "42964000",
            "description": "Office automation equipment"
        },
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "South East",
                        "countryName": "United Kingdom"
                    }
                ]
            }
        ],
        "value": {
            "amount": 72184,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Call-off from a framework agreement",
        "tenderPeriod": {
            "endDate": "2025-12-08T17:00:00Z"
        },
        "contractPeriod": {
            "startDate": "2026-01-01T00:00:00Z",
            "endDate": "2029-12-31T23:59:59Z"
        },
        "suitability": {
            "sme": false,
            "vcse": false
        },
        "mainProcurementCategory": "services"
    },
    "parties": [
        {
            "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/R7P26Eu7",
            "name": "HAMPSHIRE COUNTY COUNCIL",
            "identifier": {
                "legalName": "HAMPSHIRE COUNTY COUNCIL",
                "scheme": "GB-SRS",
                "id": "sid4gov.cabinetoffice.gov.uk/R7P26Eu7"
            },
            "address": {
                "streetAddress": "The Castle",
                "locality": "WINCHESTER",
                "postalCode": "SO238ZB",
                "countryName": "England"
            },
            "contactPoint": {
                "name": "Teree Verduijn",
                "email": "procurement.clients@hants.gov.uk"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "GB-COH-01271033",
            "name": "RICOH UK LIMITED",
            "identifier": {
                "legalName": "RICOH UK LIMITED",
                "scheme": "GB-COH",
                "id": "01271033"
            },
            "address": {
                "streetAddress": "Ricoh House NORTHAMPTON NORTHAMPTONSHIRE NN4 7YL GB"
            },
            "details": {
                "scale": "large",
                "vcse": false
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "id": "GB-SRS-sid4gov.cabinetoffice.gov.uk/R7P26Eu7",
        "name": "HAMPSHIRE COUNTY COUNCIL"
    },
    "awards": [
        {
            "id": "ocds-b5fd17-bc2fafa1-b953-4b8e-8bc8-403f1c720d77-1",
            "status": "active",
            "date": "2025-12-08T00:00:00Z",
            "datePublished": "2026-02-05T10:49:30Z",
            "value": {
                "amount": 72184,
                "currency": "GBP"
            },
            "suppliers": [
                {
                    "id": "GB-COH-01271033",
                    "name": "RICOH UK LIMITED"
                }
            ],
            "contractPeriod": {
                "startDate": "2026-01-01T00:00:00Z",
                "endDate": "2029-12-31T23:59:59Z"
            },
            "documents": [
                {
                    "id": "1",
                    "documentType": "awardNotice",
                    "description": "Awarded contract notice on Contracts Finder",
                    "url": "https://www.contractsfinder.service.gov.uk/Notice/d621ac42-9af4-4f40-ac20-d8de41bb5b11",
                    "datePublished": "2026-02-05T10:49:30Z",
                    "format": "text/html",
                    "language": "en"
                }
            ]
        }
    ]
}