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Provision of Multi-functional Devices

EQUALS TRUST

This public procurement record has 4 releases in its history.

Award

05 Feb 2026 at 16:02

UK6 - Contract Award Notice
TenderCancellation

05 Feb 2026 at 15:58

UK12 - Procurement Termination Notice
Award

22 Jan 2026 at 10:10

UK6 - Contract Award Notice
Tender

18 Sep 2025 at 09:00

UK4 - Tender Notice
Summary of the contracting process

The public procurement contract for the Provision of Multi-functional Devices has been recently awarded by Equals Trust, a public authority sub-central government entity located in Nottingham, United Kingdom. The procurement, conducted under an open procedure, focused on office machinery and equipment within the "goods" category. Key dates include the contract award on 4th February 2026, with the contract period starting on 23rd February 2026 and extending until 22nd February 2031, with an option for a one-year renewal to co-terminate lease and maintenance agreements. The contract is valued at £750,000 (gross amount £900,000) and is designed to support multiple educational sites under the trust. Automated Systems Group (ASL) Limited, an SME based in London, successfully won the tender, providing a comprehensive MFD solution tailored for educational environments.

This procurement offers significant opportunities for businesses specialising in multi-functional devices, especially those with experience in the education sector. SMEs such as Automated Systems Group (ASL) Limited have shown their capacity to secure such contracts by demonstrating relevant expertise and adherence to safety and safeguarding protocols critical for educational settings. The opportunity for growth is substantial for businesses that can offer innovative, cost-effective, and environmentally sustainable solutions. Businesses that can provide ongoing support and adapt to technology advancements will find the trust's commitment to continuous improvement a potential area for enhanced collaboration and service provision. This contract underscores the potential for businesses to thrive by addressing the unique needs of educational establishments and adapting to contractual expectations that include phased implementations and the possibility of extending services to additional schools joining the trust.

How relevant is this notice?

Notice Information

Notice Title

Provision of Multi-functional Devices

Notice Description

This tender opportunity was issued by Equals Trust. The Contractor must offer an MFD solution that meets the quantity and device specification set by the Trust. The plan is to let the leases in phases for when the current contracts terminate, with co-terminating the lease end dates with the end of the 5-year maintenance agreement. Key contract aims: a. a. have relevant experience of supporting a primary school trust with an agile personalised approach. b. ensure all management and engineers have the personable skills and expertise to work within education, including appropriate safeguarding training and enhanced DBS checks for on-site staff. c. provide the Trust with a 'Letter of Assurance' which states that all staff who visit any of the Trust school sites have been recruited in accordance with 'Keeping children safe in education', with an enhanced DBS check in place. The Supplier will inform the client of all new starter's names and DBS clearance numbers and leavers as they occur. d. provide a nominated account manager who can work in partnership with the Trust, who has the ability to instantly track all jobs and assess issues, combined with a clear escalation process. e. support the schools with maintenance issues, committing to a 4-hour SLA of being able to provide an engineer on site if the issue cannot be resolved remotely. f. implement a continuous improvement plan whereby the Contractor continuously monitors re-occurring faults and advises the Trust of areas of opportunity for service improvements, sustainability initiatives or cost savings. g. provide a cost-effective solution to card release printing and data collection. h. be responsible for sourcing and supplying all relevant materials and resources which are required to deliver this requirement. i. provide sustainability initiatives and support. j. be fully conversant with all relevant legislation, including Health and Safety, and always adhere to this. k. ensure that waste will be correctly sorted or disposed of or recycled, if possible.

Lot Information

Lot LOT-0000

Renewal: Option of a further year extension to enable co-terminus end dates of the maintenance contract with the leases

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-059cc0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/010642-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

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

30120000 - Photocopying and offset printing equipment

30121000 - Photocopying and thermocopying equipment

30121100 - Photocopiers

Notice Value(s)

Tender Value
£750,000 £500K-£1M
Lots Value
£750,000 £500K-£1M
Awards Value
£750,000 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
5 Feb 20266 months ago
Submission Deadline
24 Oct 2025Expired
Future Notice Date
Not specified
Award Date
19 Jan 20267 months ago
Contract Period
23 Feb 2026 - 22 Feb 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active, Pending
Contracts Status
Cancelled

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
EQUALS TRUST
Additional Buyers

Equals Trust

PHP Law LLP

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

Buyer Location

Locality
NOTTINGHAM
Postcode
NG12 5FB
Postcode Area
Nottingham
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF16 South Nottinghamshire
Delivery Location
TLF East Midlands (England)
Local Authority
Rushcliffe
Electoral Ward
Keyworth & Wolds
Westminster Constituency
Rushcliffe

Supplier Information

Number of Suppliers
2
Supplier Names

AUTOMATED SYSTEMS GROUP (ASL) LIMITED

DESK TOP PUBLISHING MICRO SYSTEMS LIMITED

Further Information

Notice Documents

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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