Award

Managed Print Service

THE HIGHLAND COUNCIL

This public procurement record has 1 release in its history.

Award

29 Aug 2025 at 15:53

Award Notice
Summary of the contracting process

The Highland Council has completed a procurement process for a Managed Print Service, known by the reference code (SC Ref:808228), with a focus on providing cloud print solutions across various council facilities in the Highland area. This process reached the award stage with the contract successfully signed on 25 August 2025. The procurement, classified under the industry category for Printing and related services (CPV code 79800000), aimed to enhance the resilience and operations within the council’s ICT strategy through a cloud print solution, addressing areas such as supply, installation of multi-functional devices, and maintenance services. The procurement method utilised was limited, specifically negotiated without the publication of a contract notice, due to technical reasons that feature Xeretec Office Systems Ltd as the sole supplier capable of meeting the council's unique requirements.

This tender presents growth opportunities for businesses involved in office equipment and managed IT services, particularly those that can offer cloud-based solutions tailored to public sector needs. While the procurement process was limited, businesses in similar sectors might benefit by aligning their service offerings with the council's evolving technological roadmap to qualify for future tenders. Additionally, companies specialising in offering full-service packages, including supply, installation, and ongoing maintenance of IT devices and systems, would find themselves well-placed to participate in similar tenders as local and regional authorities upgrade their technological infrastructure.

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Notice Information

Notice Title

Managed Print Service

Notice Description

Provision of managed print services to sites throughout the Highland Council area, including (but not limited to) Council offices, schools, and other Council facilities. Supply, installation, and maintenance of multi-functional devices (MFDs)and supply and installation of consumables (excluding paper). A managed print contract has been in place with the supplier since (2014) and this modification is proposed for an additional 2 years to the current 6 year contract to allow for a programme of work to be conducted. There is a requirement to move to a fully cloud print solution as part of the council technology roadmap to deliver their ICT Strategy. The combination of this change and network redesign will increase council resilience and ensure that printers will continue to work on council sites.

Lot Information

Lot 1

Provision of managed print services to sites throughout the Highland Council area, including (but not limited to) Council offices, schools, and other Council facilities. Supply, installation, and maintenance of multi-functional devices (MFDs)and supply and installation of consumables (excluding paper). A managed print contract has been in place with the supplier since (2014) and this modification is proposed for an additional 2 years to the current 6 year contract to allow for a programme of work to be conducted. There is a requirement to move to a fully cloud print solution as part of the council technology roadmap to deliver their ICT Strategy. The combination of this change and network redesign will increase council resilience and ensure that printers will continue to work on council sites.

Procurement Information

The existing contract is being modified on the grounds of: 1. Reg 72(1) (b) (additional works, supplies or services by the original contractor) 2. Reg 72(1)(e) PC(S)R 2015 (non-substantial variation) The nature and scope of the services are unchanged compared to what is envisaged in the existing contract. The modification does not change the economic balance of the contract in favour of the contractor. The modification does not extend the scope of the contract or framework agreement considerably, the value does not exceed 50% of the initial contract value.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0590d5
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/052604-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Negotiated without publication of a contract notice
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

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

30120000 - Photocopying and offset printing equipment

30121100 - Photocopiers

79800000 - Printing and related services

79820000 - Services related to printing

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£3,929,000 £1M-£10M

Notice Dates

Publication Date
29 Aug 20255 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
24 Aug 20256 months 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 HIGHLAND COUNCIL
Contact Name
Andrew Collins
Contact Email
cpssprocurement@aberdeencity.gov.uk
Contact Phone
+44 1467530600

Buyer Location

Locality
INVERNESS
Postcode
IV3 5NX
Post Town
Inverness
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM2 Highlands and Islands
Small Region (ITL 3)
TLM20 Highlands and Islands
Delivery Location
TLM6 Highlands and Islands
Local Authority
Highland
Electoral Ward
Inverness West
Westminster Constituency
Inverness, Skye and West Ross-shire

Supplier Information

Number of Suppliers
1
Supplier Name

XERETEC OFFICE SYSTEMS

Further Information

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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