Award

Managed Print Service

THE HIGHLAND COUNCIL

This public procurement record has 1 release in its history.

Award

29 Aug 2025 at 00:00

OJEU - F15 - Voluntary Ex Ante Transparency Notice
Summary of the contracting process

The Highland Council has recently completed a procurement process titled "Managed Print Service." This process is in the services category and pertains to the provision of managed print services across various sites in the Highland Council area, including council offices, schools, and other facilities. The procurement was conducted through a limited process without prior publication, and involves modifying an existing contract. The award was made to Xeretec Office Systems Ltd to continue providing services in line with the council's ICT strategy, with a focus on implementing a fully cloud-based print solution. The contract, valued at £3,929,000, was signed on 25th August 2025, and addresses needs for enhanced resilience and network redesign in Inverness, UKM6.

This tender presents significant opportunities for businesses involved in office technology and managed services. Companies with expertise in cloud solutions and multifunctional device supply and maintenance could find substantial growth potential by engaging with such contracts. Small and medium-sized enterprises (SMEs) equipped with innovative solutions for enhancing ICT infrastructure and service delivery in public sectors would be well-suited to compete in this market, contributing to long-term partnerships and service scalability.

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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-r6ebe6-0000808228
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG538097
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
OJEU - F15 - Voluntary Ex Ante Transparency Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Award procedure without prior publication of a call for competition
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
25 Aug 20256 months 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

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

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG538097
    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). 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.

Open Contracting Data Standard (OCDS)

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