---
title: "Managed Print Service"
ocid: "ocds-r6ebe6-0000724326"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000724326"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000724326.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000724326.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "THE HIGHLAND COUNCIL"
published: "2025-02-17"
---

# Managed Print Service

Buyer: THE HIGHLAND COUNCIL  
Current stage: Award  
OCID: ocds-r6ebe6-0000724326

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524035 |
| 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 |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 17 Feb 2025 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 1 Mar 2023 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £2,929,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | THE HIGHLAND COUNCIL |
| Locality | INVERNESS |
| Post town | Inverness |
| Postcode | IV3 5NX |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM2 Highlands and Islands |
| ITL 3 | TLM20 Highlands and Islands |
| Local authority | Highland |
| Electoral ward | Inverness West |
| Westminster constituency | Inverness, Skye and West Ross-shire |
| Delivery location | TLM6 Highlands and Islands |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | XERETEC SCOTLAND |

## CPV Codes

### Divisions

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

### Codes

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

## Release History

- 17 Feb 2025 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524035
- 2 Mar 2023 at 00:00 - Award - OJEU - F15 - Voluntary Ex Ante Transparency Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR472601

## 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.

## Notice URLs

- http://
- http://www.highland.gov.uk/
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000724326

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000724326. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000724326.json.