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

the Education Authority

This public procurement record has 2 releases in its history.

AwardUpdate

23 Jul 2025 at 10:54

Award Notice
Award

09 Jul 2025 at 12:45

Award Notice
Summary of the contracting process

The Education Authority in Belfast is in the process of managing a contract titled "ICT-20-001 Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools" within the industry category of goods related to office and computing machinery. This contract serves educational institutions across Northern Ireland, specifically in the UKN region. The procurement stage is currently at the contract award update, with significant modifications dated as of 23rd July 2025. The contract period has been extended by 5 months until 31st January 2026, with an increased contract value totaling £20,300,000. This procurement process employed a limited method due to economic and technical reasons necessitating continuity of service.

This tender modification offers significant opportunities for suppliers capable of delivering and maintaining advanced multi-functional devices and photocopiers. Businesses involved in the supply of office and computing machinery, particularly those located within or capable of servicing the UKN region, would be well-positioned to benefit from this contract. Small to medium enterprises like CALVERT OFFICE EQUIPMENT LTD and QLC SOLUTIONS LTD, as well as larger entities such as XEROX UK LTD, are indicative of the types of suppliers that have successfully engaged with this procurement. The contract's extension underscores the need for reliable suppliers who can ensure seamless service delivery without the disruption of existing technologies in schools.

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Notice Information

Notice Title

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

Notice Description

Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland

Lot Information

Lot 1

Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

Procurement Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-055bf1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/042284-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Limited
Procurement Method Details
Award procedure without prior publication of a call for competition
Tender Suitability
Not specified
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

30000000 - Office and computing machinery, equipment and supplies except furniture and software packages

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£20,300,000 £10M-£100M

Notice Dates

Publication Date
23 Jul 20251 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
9 Jul 20251 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
the Education Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BELFAST
Postcode
BT1 2NQ
Postcode Area
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN Northern Ireland
Local Authority
Belfast
Electoral Ward
Duncairn
Westminster Constituency
Belfast North

Supplier Information

Number of Suppliers
3
Supplier Names

CALVERT OFFICE EQUIPMENT LTD

QLC SOLUTIONS LTD

XEROX UK LTD

Further Information

Open Contracting Data Standard (OCDS)

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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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