Award

Managed Print Service

THE HIGHLAND COUNCIL

This public procurement record has 2 releases in its history.

Summary of the contracting process

The Highland Council has completed the award stage for a procurement process concerning a Managed Print Service across its sites, including Council offices, schools, and other facilities. The contract, which falls under the industry category of 'Goods,' outlines the provision, installation, and maintenance of multi-functional devices (MFDs), as well as the supply of consumables, excluding paper. The contract modification extends for seven years, starting from 1st March 2023, totalling £2,929,000. The procurement method used was limited, with the modification justified under Reg 72(1)(c) and 72(1)(e) of PC(S)R 2015 owing to unforeseen COVID-related circumstances and non-substantial variation.

This tender presents significant business growth opportunities for suppliers of managed print services, particularly those capable of offering comprehensive solutions involving device reduction and cost-effective management. The contracting authority, The Highland Council, headquartered in Inverness, has been working with Xeretec Scotland Ltd, the awarded supplier, since 2014. This extended partnership highlights a preference for established, reliable suppliers with the capacity to adapt to evolving service requirements. Businesses specializing in MFDs, IT support services, and financial billing solutions on a cost-per-page basis will find this procurement particularly relevant. This long-term contract provides a stable revenue stream and potential for further collaboration with a major public entity.

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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). Provision of financial billing data on a CPP (Cost per Page) basis at a suitable level of granularity to enable the Council to effectively re-charge services. The current managed print contract has been in place with the supplier since (2014) and modification is proposed for a period of 7 years to allow for a programme of work to be conducted to reduce devices across the organisation. During this time there will be significant emphasis on the reduction of numbers of existing print devices as part of the change in approach, the initial phase of which will take place within the next six months. Copies in the future from these institu aging devices without a refresh to new models and the number of copies will reduce by more than 30% and that this will be sustained thereafter with no risk to the Council.

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). Provision of financial billing data on a CPP (Cost per Page) basis at a suitable level of granularity to enable the Council to effectively re-charge services. The current managed print contract has been in place with the supplier since (2014) and modification is proposed for a period of 7 years to allow for a programme of work to be conducted to reduce devices across the organisation. During this time there will be significant emphasis on the reduction of numbers of existing print devices as part of the change in approach, the initial phase of which will take place within the next six months. Copies in the future from these institu aging devices without a refresh to new models and the number of copies will reduce by more than 30% and that this will be sustained thereafter with no risk to the Council.

Procurement Information

The procurement falls outside the scope of application of the Directive Explanation: The existing contract is being modified on the grounds of: 1. Reg 72(1)(c) PC(S)R 2015 (unforeseen circumstances); and/or 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. Circumstances which a diligent contracting authority could not have foreseen - The impact of COVID has affected our print demand and estate needs significantly, the contract period will allow for time to work through what this means in terms of future demand, as with all organisations a hybrid model of work is envisaged but what that looks like long term and how that impacts print demand has not yet been fully established.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000724326
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524035
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Limited
Procurement Method Details
Award procedure without prior publication of a call for competition
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

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


CPV Codes

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

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£2,929,000 £1M-£10M

Notice Dates

Publication Date
17 Feb 20251 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
1 Mar 20232 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
THE HIGHLAND COUNCIL
Contact Name
Not specified
Contact Email
cpssprocurement@aberdeencity.gov.uk
Contact Phone
+44 1463702563

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 SCOTLAND

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR472601
    Managed Print Service - 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). Provision of financial billing data on a CPP (Cost per Page) basis at a suitable level of granularity to enable the Council to effectively re-charge services. The current managed print contract has been in place with the supplier since (2014) and modification is proposed for a period of 7 years to allow for a programme of work to be conducted to reduce devices across the organisation. During this time there will be significant emphasis on the reduction of numbers of existing print devices as part of the change in approach, the initial phase of which will take place within the next six months. Copies in the future from these institu aging devices without a refresh to new models and the number of copies will reduce by more than 30% and that this will be sustained thereafter with no risk to the Council.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524035
    Managed Print Service - 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). Provision of financial billing data on a CPP (Cost per Page) basis at a suitable level of granularity to enable the Council to effectively re-charge services. The current managed print contract has been in place with the supplier since (2014) and modification is proposed for a period of 7 years to allow for a programme of work to be conducted to reduce devices across the organisation. During this time there will be significant emphasis on the reduction of numbers of existing print devices as part of the change in approach, the initial phase of which will take place within the next six months. Copies in the future from these institu aging devices without a refresh to new models and the number of copies will reduce by more than 30% and that this will be sustained thereafter with no risk to the Council.

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