Supply and Maintenance of Multi Function Devices and Photocopiers to Education Authority (EA) Schools

{
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    "id": "ocds-h6vhtk-055d20-2026-03-19T10:26:51Z",
    "date": "2026-03-19T10:26:51Z",
    "ocid": "ocds-h6vhtk-055d20",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PPHJ-6982-JPXY",
            "name": "the Education Authority",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PPHJ-6982-JPXY"
            },
            "address": {
                "streetAddress": "40 Academy Street",
                "locality": "Belfast",
                "postalCode": "BT1 2NQ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKN06"
            },
            "contactPoint": {
                "email": "procurementcompliance@eani.org.uk"
            },
            "roles": [
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            "details": {
                "classifications": [
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                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    },
                    {
                        "id": "GB-NIR",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Northern Irish devolved regulations apply"
                    }
                ],
                "url": "https://www.eani.org.uk/"
            }
        },
        {
            "id": "GB-COH-NI608607",
            "name": "QLC SOLUTIONS LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "NI608607"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PZYC-4198-DQLX"
                }
            ],
            "address": {
                "streetAddress": "192 - 202 Obins Street",
                "locality": "Craigavon",
                "postalCode": "BT62 1BU",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKN07"
            },
            "contactPoint": {
                "email": "sales@qlcsolutions.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.qlcsolutions.com",
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        },
        {
            "id": "GB-COH-01132885",
            "name": "Konica Minolta Business Solutions (UK) Limited",
            "identifier": {
                "scheme": "GB-COH",
                "id": "01132885"
            },
            "address": {
                "streetAddress": "Konica House Miles Gray Road",
                "locality": "Basildon",
                "postalCode": "SS14 3AR",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH37"
            },
            "contactPoint": {
                "email": "bidsandtenders@konicaminolta.co.uk",
                "telephone": "01268 534444"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        },
        {
            "id": "GB-COH-01271033",
            "name": "RICOH UK LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "01271033"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PMHC-4165-CBLG"
                }
            ],
            "address": {
                "streetAddress": "900 Pavilion Drive",
                "locality": "Northampton",
                "postalCode": "NN4 7RG",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKF24"
            },
            "contactPoint": {
                "email": "bid.team@ricoh.co.uk"
            },
            "roles": [
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            "details": {
                "url": "http://www.ricoh.co.uk",
                "scale": "large",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        },
        {
            "id": "GB-COH-NI620043",
            "name": "BURKE SYSTEMS & SOLUTIONS LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "NI620043"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PPCR-9875-YTRD"
                }
            ],
            "address": {
                "streetAddress": "Unit 28 Ormeau Business Park",
                "locality": "Belfast",
                "postalCode": "BT7 2JA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKN06"
            },
            "contactPoint": {
                "email": "service@burkesystems.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.burkesystems.co.uk",
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        },
        {
            "id": "GB-COH-NI006103",
            "name": "CALVERT OFFICE EQUIPMENT LIMITED",
            "identifier": {
                "scheme": "GB-COH",
                "id": "NI006103"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PLBV-2644-CBWR"
                }
            ],
            "address": {
                "streetAddress": "20 Orby Link",
                "locality": "Belfast",
                "postalCode": "BT5 5HU",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKN06"
            },
            "contactPoint": {
                "email": "kevin@calvert.co.uk"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.calvert.co.uk",
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PPHJ-6982-JPXY",
        "name": "the Education Authority"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Questionnaire submission followed by Supplier Engagement days via MS Teams.",
                "dueDate": "2025-08-31T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "039042-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/039042-2025",
                "datePublished": "2025-07-10T15:45:03+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ICT-25-012",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Supply and Maintenance of Multi Function Devices and Photocopiers to Education Authority (EA) Schools",
        "description": "The provision of Supply and Maintenance of Multi Function Devices and Photocopiers to individual schools within Northern Ireland for a period of 4 years. This framework agreement is let by the Northern Ireland Education Authority (\"EA\") and is open to the NI educational bodies as follows and at some point, during the life of the framework agreement these bodies may wish to utilise the agreement and should have access, at any point, with the permission of EA. https://www.education-ni.gov.uk/services/schools-plus Primary and Post Primary schools under the control of the EA. Catholic Maintained Schools, Independent Schools in NI, Irish Medium Schools in NI, both Controlled and Voluntary Grammar Schools, Nursery School for NI (both controlled and Catholic Maintained), Pre-Schools and Nurseries included within the EA's Pre-School Education Programme (PSEP).",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "79800000",
                        "description": "Printing and related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79810000",
                        "description": "Printing services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKN",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "techniques": {
            "hasFrameworkAgreement": true,
            "frameworkAgreement": {
                "maximumParticipants": 5,
                "method": "withAndWithoutReopeningCompetition",
                "type": "closed",
                "description": "The customer may utilise the framework through use of the call off route or via mini competition. The use of the Direct Call-Off option or the Mini Competition option will be at the client's discretion. These routes are outlined below: * Direct Call-Off - This option is open to schools, where the schools needs can be met by tender pricing. Schools will buy directly from the framework based on the information and product pricing provided by each supplier in their tender bid. This means that the Schools would select products based on the information provided that is the closest match to their operational requirements. * Mini Competition - In line with school's requirements, there may be the need to run mini-competitions within this Framework Agreement utilising a desktop assessment of costs based on framework prices submitted. Mini Competitions will be evaluated based on cost and will be awarded under the same terms and conditions."
            }
        },
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-02-01T00:00:00+00:00",
                    "endDate": "2030-01-31T23:59:59+00:00"
                },
                "status": "complete",
                "value": {
                    "amountGross": 19500000,
                    "amount": 19500000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "AC1 - Contract Management & Reporting",
                            "description": "Tenderers must include comprehensive details of the methodology and escalation procedures that will be employed to deal with any poor performance matters that may occur during the contract duration. Tenderers are asked to consider the scale, scope and complexity of the requirements in their response. Tenderers response should include: * Any quality control systems and checks that will be in place to ensure that the services are delivered in line with the requirements of the specification * How the SLA and KPIs can be met throughout the Framework period, and the period associated with any Call-Offs * Details of the initial and ongoing training proposed for your internal staff and for the EA client * The process for the reporting, management and resolution of calls for service or support. * Detail of how you will ensure continuous improvement throughout the contract term for all clients * The contingency arrangements for support and maintenance * The quality and sourcing of parts which will be provided",
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                        {
                            "type": "quality",
                            "name": "AC2 - Sustainability",
                            "description": "With reference to the information provided in the Specification document , tenderers are required to detail how their proposed solution will support the EA's drive to deliver a sustainable print/photocopy service across the schools estate. Suppliers should propose how they aim to meet sustainability requirements. Your response should consider the following sustainability elements: Environmental Social Economic",
                            "numbers": [
                                {
                                    "number": 10,
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                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "AC3 - Social value",
                            "description": "Tenderers are required to complete and submit with their tender response a Social Value Delivery plan identifying and demonstrating how their proposals will deliver against the Social Value requirements as detailed in PPN 01 21 - Social Value in Procurement Word master.pdf These include but are not limited to: a. Creating training schemes that address skills gaps within the workplace that result in recognised qualifications. b. Promotion of awareness of careers and recruitment opportunities relating to known skills shortages or in high growth sectors relating to the subject matter of the contract. c. Identification of opportunities to grow supplier diversity in the con- tract supply chain or in the location/community where the contract is performed, including SME and VCSE participation and new business creation. d. Building innovative and/or disruptive technologies into network solutions that increase efficiency, quality, whilst reducing the over- all cost baseline. The proposals contained within your Social Value Delivery Plan should also include where relevant and possible: o The activities you will undertake and the timescales for delivery of the social value requirements; o Quantifiable metrics for each activity o For example, this may include: number of hours of support or training; a bespoke policy or strategy related to the contract; number of hours/weeks offered to promote awareness of careers and recruitment opportunities; o The resources, both internal and external, you will use to plan and deliver the social value requirements (this should include details of suppliers in your supply chain); o How you will engage if necessary with key stakeholders; o Confirmation that the planned activities are additional to activities your organisation already undertakes; (All activities included in your o response should be forward looking, additional activities that are directly related to this contract) and, o How you will monitor and report on the delivery of the social value requirements and address any performance issues.",
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                            "description": "Tenderers must include comprehensive details of the methodology and escalation procedures that will be employed to deal with any poor performance matters that may occur during the contract duration. Tenderers are asked to consider the scale, scope and complexity of the requirements in their response. Tenderers response should include: * Any quality control systems and checks that will be in place to ensure that the services are delivered in line with the requirements of the specification * How the SLA and KPIs can be met throughout the Framework period, and the period associated with any Call-Offs * Details of the initial and ongoing training proposed for your internal staff and for the EA client * The process for the reporting, management and resolution of calls for service or support. * Detail of how you will ensure continuous improvement throughout the contract term for all clients * The contingency arrangements for support and maintenance * The quality and sourcing of parts which will be provided",
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                        {
                            "type": "quality",
                            "name": "AC2 - Sustainability",
                            "description": "With reference to the information provided in the Specification document , tenderers are required to detail how their proposed solution will support the EA's drive to deliver a sustainable print/photocopy service across the schools estate. Suppliers should propose how they aim to meet sustainability requirements. Your response should consider the following sustainability elements: Environmental Social Economic",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
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                        },
                        {
                            "type": "quality",
                            "name": "AC3 - Social value",
                            "description": "Tenderers are required to complete and submit with their tender response a Social Value Delivery plan identifying and demonstrating how their proposals will deliver against the Social Value requirements as detailed in PPN 01 21 - Social Value in Procurement Word master.pdf These include but are not limited to: a. Creating training schemes that address skills gaps within the workplace that result in recognised qualifications. b. Promotion of awareness of careers and recruitment opportunities relating to known skills shortages or in high growth sectors relating to the subject matter of the contract. c. Identification of opportunities to grow supplier diversity in the con- tract supply chain or in the location/community where the contract is performed, including SME and VCSE participation and new business creation. d. Building innovative and/or disruptive technologies into network solutions that increase efficiency, quality, whilst reducing the over- all cost baseline. The proposals contained within your Social Value Delivery Plan should also include where relevant and possible: o The activities you will undertake and the timescales for delivery of the social value requirements; o Quantifiable metrics for each activity o For example, this may include: number of hours of support or training; a bespoke policy or strategy related to the contract; number of hours/weeks offered to promote awareness of careers and recruitment opportunities; o The resources, both internal and external, you will use to plan and deliver the social value requirements (this should include details of suppliers in your supply chain); o How you will engage if necessary with key stakeholders; o Confirmation that the planned activities are additional to activities your organisation already undertakes; (All activities included in your o response should be forward looking, additional activities that are directly related to this contract) and, o How you will monitor and report on the delivery of the social value requirements and address any performance issues.",
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                            "type": "cost",
                            "name": "AC4 - Cost",
                            "description": "Suppliers must download and complete the document \"Financial Response\" The document must then be uploaded into the financial envelope on eTendersNI.",
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                        {
                            "type": "quality",
                            "name": "AC1 - Contract Management & Reporting",
                            "description": "Tenderers must include comprehensive details of the methodology and escalation procedures that will be employed to deal with any poor performance matters that may occur during the contract duration. Tenderers are asked to consider the scale, scope and complexity of the requirements in their response. Tenderers response should include: * Any quality control systems and checks that will be in place to ensure that the services are delivered in line with the requirements of the specification * How the SLA and KPIs can be met throughout the Framework period, and the period associated with any Call-Offs * Details of the initial and ongoing training proposed for your internal staff and for the EA client * The process for the reporting, management and resolution of calls for service or support. * Detail of how you will ensure continuous improvement throughout the contract term for all clients * The contingency arrangements for support and maintenance * The quality and sourcing of parts which will be provided",
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                                {
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                        },
                        {
                            "type": "quality",
                            "name": "AC2 - Sustainability",
                            "description": "With reference to the information provided in the Specification document , tenderers are required to detail how their proposed solution will support the EA's drive to deliver a sustainable print/photocopy service across the schools estate. Suppliers should propose how they aim to meet sustainability requirements. Your response should consider the following sustainability elements: Environmental Social Economic",
                            "numbers": [
                                {
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                        },
                        {
                            "type": "quality",
                            "name": "AC3 - Social value",
                            "description": "Tenderers are required to complete and submit with their tender response a Social Value Delivery plan identifying and demonstrating how their proposals will deliver against the Social Value requirements as detailed in PPN 01 21 - Social Value in Procurement Word master.pdf These include but are not limited to: a. Creating training schemes that address skills gaps within the workplace that result in recognised qualifications. b. Promotion of awareness of careers and recruitment opportunities relating to known skills shortages or in high growth sectors relating to the subject matter of the contract. c. Identification of opportunities to grow supplier diversity in the con- tract supply chain or in the location/community where the contract is performed, including SME and VCSE participation and new business creation. d. Building innovative and/or disruptive technologies into network solutions that increase efficiency, quality, whilst reducing the over- all cost baseline. The proposals contained within your Social Value Delivery Plan should also include where relevant and possible: o The activities you will undertake and the timescales for delivery of the social value requirements; o Quantifiable metrics for each activity o For example, this may include: number of hours of support or training; a bespoke policy or strategy related to the contract; number of hours/weeks offered to promote awareness of careers and recruitment opportunities; o The resources, both internal and external, you will use to plan and deliver the social value requirements (this should include details of suppliers in your supply chain); o How you will engage if necessary with key stakeholders; o Confirmation that the planned activities are additional to activities your organisation already undertakes; (All activities included in your o response should be forward looking, additional activities that are directly related to this contract) and, o How you will monitor and report on the delivery of the social value requirements and address any performance issues.",
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                            "type": "economic",
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                            "type": "technical",
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        "communication": {
            "futureNoticeDate": "2025-10-01T23:59:59+01:00"
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        "value": {
            "amountGross": 19500000,
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            "currency": "GBP"
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        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
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        "submissionMethodDetails": "https://etendersni.gov.uk/",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
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        "tenderPeriod": {
            "endDate": "2026-01-19T15:00:00+00:00"
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        "enquiryPeriod": {
            "endDate": "2026-01-07T15:00:00+00:00"
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        "awardPeriod": {
            "endDate": "2026-01-26T23:59:59+00:00"
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        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "080715-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
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                "id": "082752-2025",
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                "description": "Tender notice on Find a Tender",
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        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2029-11-01T23:59:59+00:00"
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                {
                    "startDate": "2029-11-01T23:59:59+00:00"
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                {
                    "startDate": "2029-11-01T23:59:59+00:00"
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        },
        "riskDetails": "The Buyer considers the risk of an epidemic/pandemic situation to be a risk which could jeopardise performance of this Framework but due to the nature of this risk, cannot be fully addressed at this point. The Buyer therefore considers that a future modification of the Framework may be required should this risk materialise during the term of the Framework.",
        "amendments": [
            {
                "id": "082752-2025",
                "description": "Enquiry deadline amended to 3pm 7th January 2026 Tender submission deadline amended to 3pm 14th January 2026"
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                "id": "002143-2026",
                "description": "Enquiry deadline amended to 3pm 7th January 2026 Tender submission deadline amended to 3pm 14th January 2026"
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    "language": "en",
    "bids": {
        "details": [
            {
                "id": "1",
                "status": "valid",
                "tenderers": [
                    {
                        "id": "GB-COH-NI608607",
                        "name": "QLC SOLUTIONS LIMITED"
                    }
                ],
                "relatedLots": [
                    "1"
                ]
            },
            {
                "id": "2",
                "status": "valid",
                "tenderers": [
                    {
                        "id": "GB-COH-01132885",
                        "name": "Konica Minolta Business Solutions (UK) Limited"
                    }
                ],
                "relatedLots": [
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                ]
            },
            {
                "id": "3",
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                        "id": "GB-COH-01271033",
                        "name": "RICOH UK LIMITED"
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                ],
                "relatedLots": [
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                ]
            },
            {
                "id": "4",
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                        "id": "GB-COH-NI620043",
                        "name": "BURKE SYSTEMS & SOLUTIONS LIMITED"
                    }
                ],
                "relatedLots": [
                    "1"
                ]
            },
            {
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                "status": "valid",
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