ICT-20-001 Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-055bf1-2025-07-23T10:54:37+01:00",
    "date": "2025-07-23T10:54:37+01:00",
    "ocid": "ocds-h6vhtk-055bf1",
    "initiationType": "tender",
    "tender": {
        "id": "ocds-h6vhtk-055bf1",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "ICT-20-001 Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "30000000",
            "description": "Office and computing machinery, equipment and supplies except furniture and software packages"
        },
        "mainProcurementCategory": "goods",
        "description": "Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland",
        "lots": [
            {
                "id": "1",
                "description": "Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools",
                "hasOptions": false,
                "contractPeriod": {
                    "durationInDays": 1440
                }
            }
        ],
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "UKN"
                    },
                    {
                        "region": "UKN"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "procurementMethod": "limited",
        "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
        "techniques": {
            "hasFrameworkAgreement": true
        },
        "coveredBy": [
            "GPA"
        ],
        "procurementMethodRationaleClassifications": [
            {
                "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL",
                "id": "D_OUTSIDE_SCOPE",
                "description": "The procurement falls outside the scope of application of the directive"
            }
        ],
        "procurementMethodRationale": "It would appear that Regulation 72(1)(b) would apply under the circumstances. The Regulation states: (b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor-- (i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or (ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract; For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place. Plus (ii) the value of the modification is 30% of the original contract value."
    },
    "awards": [
        {
            "id": "038569-2025-1",
            "relatedLots": [
                "1"
            ],
            "status": "active",
            "suppliers": [
                {
                    "id": "GB-FTS-153841",
                    "name": "CALVERT OFFICE EQUIPMENT LTD"
                },
                {
                    "id": "GB-FTS-122816",
                    "name": "QLC SOLUTIONS LTD"
                },
                {
                    "id": "GB-FTS-122817",
                    "name": "XEROX UK LTD"
                }
            ]
        },
        {
            "id": "042284-2025-ICT-20-001-1",
            "relatedLots": [
                "1"
            ],
            "status": "active",
            "suppliers": [
                {
                    "id": "GB-FTS-155366",
                    "name": "CALVERT OFFICE EQUIPMENT LTD"
                },
                {
                    "id": "GB-FTS-122816",
                    "name": "QLC SOLUTIONS LTD"
                },
                {
                    "id": "GB-FTS-122817",
                    "name": "XEROX UK LTD"
                },
                {
                    "id": "GB-FTS-155367",
                    "name": "CALVERT OFFICE EQUIPMENT LTD"
                }
            ]
        }
    ],
    "parties": [
        {
            "id": "GB-FTS-84187",
            "name": "the Education Authority",
            "identifier": {
                "legalName": "the Education Authority"
            },
            "address": {
                "streetAddress": "40 Academy Street",
                "locality": "Belfast",
                "region": "UK",
                "postalCode": "BT1 2NQ",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "ict.procure@eani.org.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://etendersni.gov.uk/epps",
                "buyerProfile": "https://etendersni.gov.uk/epps",
                "classifications": [
                    {
                        "scheme": "TED_CA_TYPE",
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law"
                    },
                    {
                        "scheme": "COFOG",
                        "id": "09",
                        "description": "Education"
                    }
                ]
            }
        },
        {
            "id": "GB-FTS-153841",
            "name": "CALVERT OFFICE EQUIPMENT LTD",
            "identifier": {
                "legalName": "CALVERT OFFICE EQUIPMENT LTD"
            },
            "address": {
                "streetAddress": "20 Orby Link",
                "locality": "Belfast",
                "region": "UKN",
                "postalCode": "BT5 5HU",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "kevin@calvert.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://www.calvert.co.uk/",
                "scale": "sme"
            }
        },
        {
            "id": "GB-FTS-122816",
            "name": "QLC SOLUTIONS LTD",
            "identifier": {
                "legalName": "QLC SOLUTIONS LTD"
            },
            "address": {
                "locality": "Belfast",
                "region": "UKN",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "mcdonaldjj@qlcsolutions.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://www.qlcsolutions.com/",
                "scale": "sme"
            }
        },
        {
            "id": "GB-FTS-122817",
            "name": "XEROX UK LTD",
            "identifier": {
                "legalName": "XEROX UK LTD"
            },
            "address": {
                "locality": "Uxbridge",
                "region": "UK",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "uxb.bidteam@xerox.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://www.xerox.co.uk/en-gb",
                "scale": "large"
            }
        },
        {
            "id": "GB-FTS-3185",
            "name": "The UK does not currently have any such bodies with responsibilities for appeal/mediation procedures",
            "identifier": {
                "legalName": "The UK does not currently have any such bodies with responsibilities for appeal/mediation procedures"
            },
            "address": {
                "locality": "Belfast",
                "countryName": "United Kingdom"
            },
            "roles": [
                "reviewBody"
            ]
        },
        {
            "id": "GB-FTS-155366",
            "name": "CALVERT OFFICE EQUIPMENT LTD",
            "identifier": {
                "legalName": "CALVERT OFFICE EQUIPMENT LTD"
            },
            "address": {
                "locality": "Belfast",
                "region": "UKN",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "kevin@calvert.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://www.calvert.co.uk/",
                "scale": "sme"
            }
        },
        {
            "id": "GB-FTS-155367",
            "name": "CALVERT OFFICE EQUIPMENT LTD",
            "identifier": {
                "legalName": "CALVERT OFFICE EQUIPMENT LTD"
            },
            "address": {
                "streetAddress": "69",
                "locality": "Belfast",
                "region": "UKN",
                "postalCode": "BT17 0PT",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "email": "kevin@calvert.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://www.calvert.co.uk/",
                "scale": "sme"
            }
        }
    ],
    "buyer": {
        "id": "GB-FTS-84187",
        "name": "the Education Authority"
    },
    "contracts": [
        {
            "id": "038569-2025-1",
            "awardID": "038569-2025-1",
            "status": "active",
            "value": {
                "amount": 20300000,
                "currency": "GBP"
            },
            "dateSigned": "2025-07-09T00:00:00+01:00"
        },
        {
            "id": "042284-2025-ICT-20-001-1",
            "awardID": "042284-2025-ICT-20-001-1",
            "status": "active",
            "value": {
                "amount": 20300000,
                "currency": "GBP"
            },
            "dateSigned": "2025-07-22T00:00:00+01:00",
            "period": {
                "durationInDays": 1440
            },
            "items": [
                {
                    "id": "1",
                    "classification": {
                        "scheme": "CPV",
                        "id": "30000000",
                        "description": "Office and computing machinery, equipment and supplies except furniture and software packages"
                    },
                    "deliveryAddresses": [
                        {
                            "region": "UKN"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "amendments": [
                {
                    "id": "1",
                    "description": "Contract previously modified with new end date of 31st August 2025 and value of PS15,950,000.00. Contract term now modified to end date of 31st January 2026 and value increased by 30% to PS20,300,000.00.",
                    "rationale": "Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: It would appear that Regulation 72(1)(b) would apply under the circumstances. The Regulation states: (b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor-- (i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or (ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract; For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place. Plus (ii) the value of the modification is 30% of the original contract value. A Pre Market Engagement Notice for the procurement of a new framework has been published and can be accessed via the following link: https://etendersni.gov.uk/epps/cft/prepareViewCfTWS.do?resourceId=6034936"
                }
            ]
        }
    ],
    "links": [
        {
            "rel": "prev",
            "href": "https://ted.europa.eu/udl?uri=TED:NOTICE:520700-2020:TEXT:EN:HTML"
        }
    ],
    "language": "en",
    "description": "This modification is to extend the contract period by 5 months, up to 31st January 2026 and increase the contract award value by 30% (PS4,350,000.00) in order to facilitate this."
}