Electronic Office Supplies 4

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-058a71-2025-09-12T15:36:32+01:00",
    "date": "2025-09-12T15:36:32+01:00",
    "ocid": "ocds-h6vhtk-058a71",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PMRV-4748-MNJV",
            "name": "Yorkshire Purchasing Organisation",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PMRV-4748-MNJV"
            },
            "address": {
                "streetAddress": "41 Industrial Park",
                "locality": "Wakefield",
                "postalCode": "WF2 0XE",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE45"
            },
            "contactPoint": {
                "name": "Katie Beaumont",
                "email": "katie.beaumont@ypo.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-05014821",
            "name": "The Association of North East Councils Limited",
            "identifier": {
                "scheme": "GB-COH",
                "id": "05014821"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PYVX-2132-JNMM"
                }
            ],
            "address": {
                "streetAddress": "County Hall",
                "locality": "Morpeth",
                "postalCode": "NE61 2EF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKC21"
            },
            "contactPoint": {
                "email": "cdpnepoteam@nepo.org"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.nepo.org",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PMRV-4748-MNJV",
        "name": "Yorkshire Purchasing Organisation"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "The proposed procurement opportunity is to re-procure a previous YPO Framework offering. From January 2025, YPO has engaged with suppliers regarding an upcoming tender opportunity for proposed procurement solution. Market engagement commenced prior to the Procurement Act 2023 coming into play. Originally, 001236 formed part of another proposed procurement solution for ICT Managed Services & Digital Transformation Solutions. However, after engaging heavily with the market and internal colleagues, the decision has been made to re-procure Electronic Office Supplies 4 alone, and not part of a wider Framework. Due to previous Framework iterations and engagement, YPO had already established an anticipated Scope of Requirements and proposed procurement structure, which has strengthened, but not changed from the original scope set out. Stage 1 (completed) of pre-engagement focussed initially on meeting with suppliers whereby we already had an existing relationship with, either via expired, or current Framework Agreements within the ICT Category. The suppliers outlined within this first stage of PME have not been placed at an advantage as YPO have not limited engagement to these suppliers only, this was just a starting point to commence engagement. Stage 2 (completed) of engagement included undertaking research via Contracts Finder and Oxygen Finance, to understand customer spend and requirements further, as well as identify and engage with any Suppliers in which we had not captured via the first stage noted above. Research Utilised; * Contracts Finder * Find a Tender * Oyxgen Finance * Current and expired Framework Agreement suppliers * YPO internal procurement suppliers * Industry events * Stakeholder engagement sessions * SWOT analysis of the solution, public sector landscape and market YPO have also engaged with internal and external stakeholders who also have an interest in using this proposed procurement solution to understand any additional suppliers or requirements, to ensure all elements have been fully captured. Other means this proposed solution has been advertised: * through the YPO Technology Frameworks page, firstly included within the IT Managed Services & Digital Transformation Solutions landing page (IT Managed Services & Digital Transformation Solutions | YPO), but since removing from that proposed procurement solution, 001236 now has its own landing page which shows the opportunity to be coming soon and how to contact the buyer to discuss further: Electronic Office Supplies 4 - 1236 Coming Soon * at industry events such as YPO Supplier summit, BETT and Procurex in which ICT Category members attended, scoped out suppliers and were on the stand * discussed at SPG and customer engagement sessions All discussions have focussed on the same agenda areas (detailed below). The purpose of engagement was to ensure that the proposed specification and routes to market contains fair, achievable requirements for both SME's and larger organisations, which are in line with the market and customer buying trends. The aim of pre-engagement sessions was to improve on previous Framework offerings and discuss the following: - Any potential new products and opportunities - Development of YPO T&Cs to ensure suitability for both the market and Contracting Authorities. The standard YPO T&Cs have also been shared with all suppliers who have engaged for review prior to the tender being released, this is to aim to reduce clarifications and amendments at tender stage. New suppliers are still able to reach out via the contact details below to request visibility of proposed T&Cs. The T&Cs will also be attached to the tender for another opportunity for suppliers to review. - Relevant insurance requirements. - Relevant legislative requirements, quality standards and industry practices. - Social value requirements relevant within the market - YPO's approach to the proposed procurement route and customer buying trends and how customers buy, i.e. further competition and direct award which will now be known as competitive selection procedures and award without competition. - Supplier pricing models and mechanisms. - Appropriate procedure, Conditions of Participation and Mandatory Requirements which are relevant and achievable for both SME's as well as larger enterprises and meets customer requirements and expectations. Outcomes as of August 2025 - Specification development ensuring that the proposed structure is suitable and future proofed. - Development of lot structure and ensuring the products/services within are relevant and achievable for both SME's and larger enterprises as well as meeting customer requirements and expectations. - Intended decision to utilise YPO Standard T&Cs for goods and services. YPO intend to utilise their standard Framework Agreement for goods and services for this proposed procurement solution. These terms will be attached to the tender opportunity, so suppliers have an opportunity to clarify. - Setting the appropriate insurance levels which are in line with the products/services which may be purchased within this proposed procurement solution, ensuring they are achievable for both SMEs and larger enterprises. - Setting the appropriate legislative requirements, quality standards and industry practices ensuring they are in line with what may be purchased within this proposed procurement solution and ensuring they are achievable for both SME's and larger enterprises. - Setting achievable and relevant social value KPIs aligned to YPO's new social value proxy initiative ensuring they are achievable for SME's as well as larger enterprises. - Developing Call-off mechanisms for customers utilising the proposed procurement solution. - Developing a suitable cost evaluation mechanism for the proposed procurement solution. - Designed an appropriate procedure, Conditions of Participation and Mandatory Requirements which are relevant and achievable for both SME's as well as larger enterprises and meets customer requirements and expectations. Continued Engagement YPO have continued to allow interested suppliers to reach out to the Buyer responsible for this proposed procurement solution via the Electronic Office Supplies 4 Coming Soon landing page: Electronic Office Supplies 4 - 1236 Coming Soon Alternatively, contact can be made by using the email address on this PME Notice. The invitation for suppliers to contact YPO for further discussion is still open and will remain open until the tender is released. Once the tender is released, all communication must be conducted through the e-tendering portal. The intention is to utilise the Pro Actis, Due North e-tendering portal, but YPO reserves the right to utilise alternative e-tendering portal if required. Proposed Tenders Conference YPO anticipate holding an online tenders conference within the first 2 weeks of the tender being published to provide Tenderers with an opportunity to seek clarification on any matters relating to the Procurement and the requirements in an open forum. The proposed date of this is 11th September 2025, however this date may change depending on when the proposed tender is published. YPO Reserve right not to go ahead with the conference if there is insufficient interest. It is anticipated the tenders conference will be online, via Teams. Finalised information such as dates, times and instructions to attend will be confirmed within the tender documents once advertised. Contact Details Please contact Katie.Beaumont@ypo.co.uk Category Buyer, YPO for further information and updates on this proposed procurement. YPO reserves the right to not commit to advertising this tender if we do so wish. Should YPO wish to proceed further a formal procurement process will be followed in accordance with YPO's contract procedure rules and in line with the Procurement Act 2023 as relevant. Please note that any information is being sought without prejudice and without commitment.",
                "dueDate": "2025-09-05T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "049800-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/049800-2025",
                "datePublished": "2025-08-19T12:33:06+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "001236",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Electronic Office Supplies 4",
        "description": "YPO are looking for Suppliers to be appointed onto a Framework Agreement following a Competitive Tendering Procedure for the provision Electronic Office Supplies. The Framework is designed to meet the needs of all public sector Contracting Authorities which may also include YPO's and NEPO's internal requirements by establishing an agreement where the end customer will place the order with the Supplier and the Supplier delivered direct to the end customer.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "22000000",
                        "description": "Printed matter and related products"
                    },
                    {
                        "scheme": "CPV",
                        "id": "30100000",
                        "description": "Office machinery, equipment and supplies except computers, printers and furniture"
                    },
                    {
                        "scheme": "CPV",
                        "id": "30200000",
                        "description": "Computer equipment and supplies"
                    },
                    {
                        "scheme": "CPV",
                        "id": "31710000",
                        "description": "Electronic equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "32550000",
                        "description": "Telephone equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "35331500",
                        "description": "Cartridges"
                    },
                    {
                        "scheme": "CPV",
                        "id": "42991200",
                        "description": "Printing machinery"
                    },
                    {
                        "scheme": "CPV",
                        "id": "42991230",
                        "description": "Ticket printers"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48519000",
                        "description": "Memory-management software package"
                    },
                    {
                        "scheme": "CPV",
                        "id": "48824000",
                        "description": "Printer servers"
                    },
                    {
                        "scheme": "CPV",
                        "id": "50300000",
                        "description": "Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72000000",
                        "description": "IT services: consulting, software development, Internet and support"
                    },
                    {
                        "scheme": "CPV",
                        "id": "92312251",
                        "description": "Disk-jockey services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 12000000,
            "amount": 9600000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "techniques": {
            "hasFrameworkAgreement": true,
            "frameworkAgreement": {
                "method": "withAndWithoutReopeningCompetition",
                "type": "open",
                "buyerCategories": "https://www.ypo.co.uk/about/customers/permissible-users https://www.nepo.org/associate-membership/permissible-users",
                "description": "Customers can call-off the Framework using either a competitive selection process or an Award without competition. Where an Award without Competition is being carried out, it should be in accordance with the criteria and guidance set out at within the Tender Particulars. The following objective mechanism for supplier selection shall apply to a Call-Off Contract using an Award Without Competition and shall be applied 100% to the Cost Criteria to determine best value for money. To evidence this, the Contracting Authority must undertake a desktop analysis to determine the Provider meets their statement of requirements. Step 1 - Supplier Price List Review Review of Supplier Price Lists in order for the Contracting Authority to select Providers who can meet the stated requirements. Step 2 - Desktop Analysis Once the Contracting Authority has a list of Providers who can meet their requirements, they should conduct further desktop analysis to see which suppliers determine best value for money. This analysis should include: - Prices submitted within the Suppliers Price Lists - Prices submitted within the Pricing Schedules (applicable within the first year of the Framework only) - Cost Award Questions which cover Costing Methods & Fees, Price Volatility, Cost Support & Discounts and Value for Money - Total Cost of Ownership (TCO) Evaluation Step 3 - Outcomes of Desktop Analysis The outcome of the desk top analysis should then evidence for the customer: - Actual monetary price savings (for example savings against current contract, monetary savings from the tender exercise, savings made from efficiencies and eliminating the requirement to run own procurement, savings achieved from remaining with incumbent, savings from cost of change etc.) - Best Value for Money Step 4 - Determining Award Where Multiple Suppliers Demonstrate Equal Best Value This step applies where, following completion of Steps 1 to 3, more than one supplier is identified as offering equal best value for money. An example of this may include, but is not limited to, where two suppliers return identical pricing. In such cases, the Contracting Authority should award the contract to the supplier who achieved the highest score on Quality and Social Value/Sustainability/Modern Slavery criterions combined at Framework Establishment stage. The overall highest scoring supplier should then be awarded the Contract. In accordance with the Procurement Act 2023, orders may be placed under this Framework Agreement provided the Contracting Authority can objectively identify which Provider offers the most advantageous tender (MAT) for their specific requirements from the information at Framework establishment stage. Where this cannot be identified, the customer requirements are bespoke, or the customer wishes to re-open competition then a competed Call-off Contract(s) will be awarded following a Competitive Selection Process. The mechanism for Supplier selection under a Competitive Selection Process by OCAs, NEPO or YPO will be as follows: The Customer will identify their Statement of Requirements and all Supplier's will be invited to compete in the process. Customers conducting a Competitive Selection Process will write their own specification around their own requirements which will be evaluated and scored at Competitive Selection stage based on the Competitive Selection award criteria as set out in this Tender exercise. Contracting Authorities are permitted to undertake a Single or Multi-stage Competitive Selection Process and will be allowed to stipulate Conditions of Participation and Mandatory Requirements to refine those set out for framework assessment and define them specific to their Call-Off requirements. Suppliers awarded to the Framework Agreement will be invited to compete in the process. Suppliers will be required to submit \"sealed bids\" via the customer's choice of e-tendering site. The Award Criteria for such competitions are specified in the Tender documents"
            }
        },
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2025-12-17T00:00:00Z",
                    "endDate": "2029-12-16T23:59:59Z"
                },
                "status": "active",
                "value": {
                    "amountGross": 12000000,
                    "amount": 9600000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Cost",
                            "description": "Cost criteria question 1.1 is the pricing question with a weighting of 70% allocated to it of the overall 50% weighting applied to the Cost criteria. Pricing approach is cost criteria question 1.2 with a weighting of 30% allocated of the overall 50% weighting applied to the Cost criteria. Supplier Price List is cost criteria question 1.3 with a weighting of 0% allocated to it of the overall 50% weighting applied to the Cost criteria.",
                            "numbers": [
                                {
                                    "number": 50,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality criteria question 2.1 is meeting the specification with a weighting of 50% allocated to it of the overall 30% weighting applied to the Quality criteria. Quality criteria question 2.2 is supply chain management with a weighting of 50% allocated to it of the overall 30% weighting applied to the Quality criteria.",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value/Sustainability/Modern Slavery",
                            "description": "Social Value/Sustainability/Modern Slavery criteria question 3.1 is Social Value and Environmental initiatives with a weighting of 60% allocated to it of the overall 20% weighting applied to the Social Value/Sustainability/Modern Slavery criteria. Social Value/Sustainability/Modern Slavery criteria question 3.2 is modern slavery with a weighting of 40% allocated to it of the overall 20% weighting applied to the Social Value/Sustainability/Modern Slavery criteria.",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please refer to the procurement documents"
                        },
                        {
                            "type": "technical",
                            "description": "Please refer to the procurement documents"
                        }
                    ]
                },
                "hasOptions": true,
                "options": {
                    "description": "Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of Electronic Office Supplies 4"
                }
            }
        ],
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "participationFees": [
            {
                "id": "ocds-h6vhtk-058a71",
                "type": [
                    "win"
                ],
                "relativeValue": {
                    "proportion": 0.01,
                    "monetaryValue": "award"
                },
                "description": "Retrospective Rebate of 1% will be payable on all business transacted under the Framework"
            }
        ],
        "submissionMethodDetails": "https://procontract.due-north.com/register?ReadForm",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-10-14T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-10-01T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2025-12-06T23:59:59Z"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "056289-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/056289-2025",
                "datePublished": "2025-09-12T15:36:32+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2029-09-14T23:59:59+01:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "Please refer to tender documents"
        },
        "riskDetails": "Please refer to tender documents"
    },
    "language": "en"
}