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Electronic Office Supplies 4

Yorkshire Purchasing Organisation

This public procurement record has 2 releases in its history.

Tender

12 Sep 2025 at 15:36

UK4 - Tender Notice
Planning

19 Aug 2025 at 12:33

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The procurement process for the contract titled "YPO 001236 Electronic Office Supplies 4" has been successfully completed by the Yorkshire Purchasing Organisation (YPO), a public authority - sub-central government entity based in Wakefield, United Kingdom. This initiative was launched to establish a framework for electronic office supplies and aims to meet the needs of all public sector contracting authorities. The competitive process for this framework followed an open procurement method, culminating in an award notice published on 9th January 2026. The procurement comprised a single lot, which saw the participation of various suppliers. The framework agreement will span from 16th February 2026 to 15th February 2030, marking a significant step in streamlining procurement for electronic office supplies within the public sector across the UK.

This tender opens substantial opportunities for businesses within the electronic office supplies industry. The framework is designed to facilitate direct orders from public sector entities, offering a reliable sales channel for the suppliers. Businesses specialising in printed matter, office machinery, and electronic equipment would find this framework advantageous. The framework agreement, which allows for the inclusion of additional items over its duration, presents growth potential for suppliers who can adapt and expand their offerings. It is particularly well-suited for both large entities and SMEs capable of providing a diverse range of office supplies and related services, positioning themselves as strategic partners to public authorities across the UK.

How relevant is this notice?

Notice Information

Notice Title

Electronic Office Supplies 4

Notice 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.

Lot Information

Lot 1

Options: 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

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-058a71
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/056289-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

22 - Printed matter and related products

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

31 - Electrical machinery, apparatus, equipment and consumables; lighting

32 - Radio, television, communication, telecommunication and related equipment

35 - Security, fire-fighting, police and defence equipment

42 - Industrial machinery

48 - Software package and information systems

50 - Repair and maintenance services

72 - IT services: consulting, software development, Internet and support

92 - Recreational, cultural and sporting services

CPV Codes

22000000 - Printed matter and related products

30100000 - Office machinery, equipment and supplies except computers, printers and furniture

30200000 - Computer equipment and supplies

31710000 - Electronic equipment

32550000 - Telephone equipment

35331500 - Cartridges

42991200 - Printing machinery

42991230 - Ticket printers

48519000 - Memory-management software package

48824000 - Printer servers

50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment

72000000 - IT services: consulting, software development, Internet and support

92312251 - Disk-jockey services

Notice Value(s)

Tender Value
£9,600,000 £1M-£10M
Lots Value
£9,600,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Sep 202511 months ago
Submission Deadline
14 Oct 2025Expired
Future Notice Date
5 Sep 2025Expired
Award Date
Not specified
Contract Period
17 Dec 2025 - 16 Dec 2029 4-5 years
Recurrence
2029-09-14

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Yorkshire Purchasing Organisation
Additional Buyers

The Association of North East Councils Limited

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MORPETH
Postcode
WF2 0XE
Postcode Area
Wakefield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
Not specified
Local Authority
Wakefield
Electoral Ward
Wrenthorpe and Outwood West
Westminster Constituency
Wakefield and Rothwell

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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