Diocese of Gloucester - Provision of Multi Functional Devices

{
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    "id": "ocds-h6vhtk-0668e0-2026-03-12T16:28:46Z",
    "date": "2026-03-12T16:28:46Z",
    "ocid": "ocds-h6vhtk-0668e0",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PPRM-9434-VNYQ",
            "name": "PHP Law LLP",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PPRM-9434-VNYQ"
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            "address": {
                "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes",
                "locality": "Totnes",
                "postalCode": "TQ9 5RW",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK43"
            },
            "contactPoint": {
                "name": "James Medforth",
                "email": "james.medforth@phplaw.co.uk",
                "telephone": "+44 01234567890"
            },
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        {
            "id": "GB-PPON-PBGM-2493-HMRY",
            "name": "Diocese of Gloucester Academies Trust",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PBGM-2493-HMRY"
            },
            "address": {
                "streetAddress": "Church House, 5 Denmark Road",
                "locality": "Gloucester",
                "postalCode": "GL1 3HW",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKK13"
            },
            "contactPoint": {
                "email": "lfox@cen.dgat.org.uk"
            },
            "roles": [
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    "buyer": {
        "id": "GB-PPON-PBGM-2493-HMRY",
        "name": "Diocese of Gloucester Academies Trust"
    },
    "planning": {
        "noEngagementNoticeRationale": "The justification is that the requirements are not complex, or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known."
    },
    "tender": {
        "id": "DOGAT01.01",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Diocese of Gloucester - Provision of Multi Functional Devices",
        "description": "The Trust requires a Contractor to undertake a multifunctional device service in accordance with this service specification and the associated tender documents. The Contract will be for the provision to supply services and goods to the Trust and will include Multi-Functional Devices (MFDs) and Print Management Software. The Contractor will be responsible for the supply of hardware, software, consumables, and replacement parts. The Contractor will also provide installation, maintenance, removal, disposal, and training services.",
        "status": "active",
        "items": [
            {
                "id": "LOT-0000",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50313200",
                        "description": "Photocopier maintenance services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "30121100",
                        "description": "Photocopiers"
                    },
                    {
                        "scheme": "CPV",
                        "id": "30232110",
                        "description": "Laser printers"
                    },
                    {
                        "scheme": "CPV",
                        "id": "50310000",
                        "description": "Maintenance and repair of office machinery"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKK1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "LOT-0000"
            }
        ],
        "value": {
            "amountGross": 510000,
            "amount": 425000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "goods",
        "additionalProcurementCategories": [
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        "aboveThreshold": true,
        "coveredBy": [
            "GPA"
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        "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=103107&TID100108312&B=",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-04-22T11:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-04-08T23:00:00+00:00"
        },
        "awardPeriod": {
            "endDate": "2026-05-14T23:59:59+01:00"
        },
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                "id": "LOT-0000",
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                "value": {
                    "amountGross": 510000,
                    "amount": 425000,
                    "currency": "GBP"
                },
                "awardCriteria": {
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                            "type": "quality",
                            "name": "Proposed Solution",
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                                    "number": 17.5,
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                            "type": "quality",
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                                    "number": 10,
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                            "type": "quality",
                            "name": "Account Support, Management & Monitoring",
                            "numbers": [
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                                    "number": 25,
                                    "weight": "percentageExact"
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                            "type": "quality",
                            "name": "Sustainability",
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                                    "weight": "percentageExact"
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                        },
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                            "type": "price",
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                            "numbers": [
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                                    "number": 35,
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                            ]
                        },
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                            "type": "quality",
                            "name": "Alternative Pricing Option Assessment",
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                                {
                                    "number": 5,
                                    "weight": "percentageExact"
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                            ]
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                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "a. Employer's (Compulsory) Liability Insurance* = [PS5m] b. Public Liability Insurance = [PS5m] c. Professional Indemnity Insurance = [PS1m] d. Product Liability Insurance = [PS2m]"
                        },
                        {
                            "type": "technical",
                            "description": "Relevant experience and contract examples Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). Where this procurement is for goods or services, the examples must be from the past three years. The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided. For consortium bids, or where you have indicated that you are relying on an associated person to meet the technical ability, you should provide relevant examples of where the associated person has delivered similar requirements. If this is not possible (e.g. the consortium is newly formed or a special purpose vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or members of the special purpose vehicle or sub-contractors (three examples are not required from each member)."
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-07-01T00:00:00Z",
                    "endDate": "2031-06-30T23:59:59+01:00"
                }
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        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "022544-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/022544-2026",
                "datePublished": "2026-03-12T16:28:46Z",
                "format": "text/html"
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        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2030-12-02T23:59:59Z"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "Invoicing requirements are as follows and are to be broken down by school site: a. quarterly leasing Invoice b. monthly Maintenance invoice (consolidated for Trust, broken down by schools) c. separate lease and print costs. d. no minimum billing e. monthly Totals on usage f. print volumes by mono and colour. The Contractor shall submit invoices and associated documentation by email. Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month."
        },
        "riskDetails": "Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the bookings Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks."
    },
    "language": "en"
}