Multi Functional Devices and Digital Solutions

{
  "buyer": {
    "id": "GB-PPON-PYCX-4938-CCHM",
    "name": "Kent County Council (t/a Procurement Services)"
  },
  "date": "2026-03-05T16:36:25Z",
  "id": "020116-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-066388",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "West Malling, Kent",
        "postalCode": "ME19 4YT",
        "region": "UKJ46",
        "streetAddress": "1 Abbey Wood Road"
      },
      "contactPoint": {
        "email": "office@csltd.org.uk",
        "name": "Julie Cripps",
        "telephone": "01622 942833"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PYCX-4938-CCHM",
      "identifier": {
        "id": "PYCX-4938-CCHM",
        "scheme": "GB-PPON"
      },
      "name": "Kent County Council (t/a Procurement Services)",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-05-12T23:59:59+01:00"
    },
    "description": "The Framework covers the provision of a full range of Multi-functional Devices and Digital Solutions including, but not limited to, Leased and Purchased Multi-functional Devices and Digital Solutions, Digital Solutions and Associated Services, Leased and Purchased Inkjet Printers.\nThe Framework has been split into three (3) Lots which allows Customers a choice of how best to approach the market. \nAs product ranges increase with technological advances, it is anticipated that any future innovative goods/services will be made available as part of the Framework.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2026-03-05T16:36:25Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "020116-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/020116-2026"
      }
    ],
    "id": "Y26009",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Photocopying and offset printing equipment",
            "id": "30120000",
            "scheme": "CPV"
          },
          {
            "description": "Photocopiers",
            "id": "30121100",
            "scheme": "CPV"
          },
          {
            "description": "Photocopying equipment",
            "id": "30121200",
            "scheme": "CPV"
          },
          {
            "description": "Reproduction equipment",
            "id": "30121300",
            "scheme": "CPV"
          },
          {
            "description": "Duplicating machines",
            "id": "30121400",
            "scheme": "CPV"
          },
          {
            "description": "Scanner accessories",
            "id": "30124500",
            "scheme": "CPV"
          },
          {
            "description": "Parts and accessories of photocopying apparatus",
            "id": "30125000",
            "scheme": "CPV"
          },
          {
            "description": "Various office equipment and supplies",
            "id": "30190000",
            "scheme": "CPV"
          },
          {
            "description": "Document management software package",
            "id": "48311000",
            "scheme": "CPV"
          },
          {
            "description": "Word-processing software package",
            "id": "48317000",
            "scheme": "CPV"
          },
          {
            "description": "Photocopier repair services",
            "id": "50313100",
            "scheme": "CPV"
          },
          {
            "description": "Photocopier maintenance services",
            "id": "50313200",
            "scheme": "CPV"
          },
          {
            "description": "Financial leasing services",
            "id": "66114000",
            "scheme": "CPV"
          },
          {
            "description": "Document management software development services",
            "id": "72212311",
            "scheme": "CPV"
          },
          {
            "description": "Maintenance of information technology software",
            "id": "72267100",
            "scheme": "CPV"
          },
          {
            "description": "Reprographic services",
            "id": "79520000",
            "scheme": "CPV"
          },
          {
            "description": "Photocopying services",
            "id": "79521000",
            "scheme": "CPV"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      },
      {
        "additionalClassifications": [
          {
            "description": "Document management software package",
            "id": "48311000",
            "scheme": "CPV"
          },
          {
            "description": "Optical-character-recognition (OCR) software package",
            "id": "48313000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          },
          {
            "description": "Software programming and consultancy services",
            "id": "72200000",
            "scheme": "CPV"
          },
          {
            "description": "Document management software development services",
            "id": "72212311",
            "scheme": "CPV"
          },
          {
            "description": "Systems and technical consultancy services",
            "id": "72220000",
            "scheme": "CPV"
          },
          {
            "description": "Software implementation services",
            "id": "72263000",
            "scheme": "CPV"
          },
          {
            "description": "Maintenance of information technology software",
            "id": "72267100",
            "scheme": "CPV"
          },
          {
            "description": "Internet services",
            "id": "72400000",
            "scheme": "CPV"
          },
          {
            "description": "Computer-related services",
            "id": "72500000",
            "scheme": "CPV"
          },
          {
            "description": "Computer support and consultancy services",
            "id": "72600000",
            "scheme": "CPV"
          }
        ],
        "id": "2",
        "relatedLot": "2"
      },
      {
        "additionalClassifications": [
          {
            "description": "Reproduction equipment",
            "id": "30121300",
            "scheme": "CPV"
          },
          {
            "description": "Printers and plotters",
            "id": "30232100",
            "scheme": "CPV"
          },
          {
            "description": "Laser printers",
            "id": "30232110",
            "scheme": "CPV"
          },
          {
            "description": "Document management software development services",
            "id": "72212311",
            "scheme": "CPV"
          }
        ],
        "id": "3",
        "relatedLot": "3"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Social Value",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2030-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "description": "Lot 1 covers the provision of multi-functional Devices and digital solutions, to include both A4 and A4/A3 networked and standalone multi-functional Devices, printers, high volume print room Devices and wide format printers, all with the option of CPC maintenance.  Equipment in this Lot may be procured as a direct purchase or via a Lease agreement.  In addition to the standard Manufacturer\u2019s warranty, maintenance options must be available for all products. \nDigital Solutions requirements can include, but will not be limited to, a range of Equipment, Software and services (including on-going maintenance, support and managed print) to help control, manage and measure the effectiveness of the print environment. This can include output surveys to establish existing output trends and costs, print job accounting, Device management, departmental chargeback, confidential printing, job routing based on most efficient use of Devices, scanning with optical character recognition, greater efficiencies through the reduction of waste and uncollected jobs, rules-based printing.",
        "id": "1",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Leased and Purchased Multi-functional Devices and Digital Solutions",
        "value": {
          "amount": 350000000.0,
          "amountGross": 420000000.0,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Social Value",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2030-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "description": "Digital Solutions includes the use of digital technologies to create new, or modify existing, business processes, culture, and Customer experiences to meet changing Customer needs and requirements. \nWe are seeking Suppliers who, in complement to their offering of multi-functional Devices, can provide digital solutions to enable Customers to transform and improve operating processes by way of multiple solutions with the Supplier of their choice. Individual opportunities will need to be tailored to meet the Customer\u2019s requirement to improve efficiency, provide an agile and reliable solution that will transform and meet their business objectives. \nThis Lot supports both the Supplier and Customer/Member Authority in identifying and developing strategic relationships and whole life costs, that will provide benefits through the ability to have a single lead Supplier relationship.",
        "id": "2",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Digital Solutions and Associated Services",
        "value": {
          "amount": 250000000.0,
          "amountGross": 300000000.0,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Social Value",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2030-05-31T23:59:59+01:00",
          "startDate": "2026-06-01T00:00:00+01:00"
        },
        "description": "This Lot covers the supply of heatless inkjet printers designed for energy efficiency, high-quality output, and reduced environmental impact. Printers must utilise heatless technology to minimise power consumption and improve sustainability.",
        "id": "3",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Inkjet Printers",
        "value": {
          "amount": 150000000.0,
          "amountGross": 180000000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "participationFees": [
      {
        "description": "A Framework Management Fee (FMF) of 1% applies on total spend under this Framework and any Call-Off Contracts placed by all Contracting Authorities, and is to be declared quarterly.\nFor Call-Off Contracts placed by named Member Authorities, the following FMFs apply and will be declared quarterly:\nHampshire County Council \u2013 4%\nHertfordshire County Council \u2013 3%",
        "id": "ocds-h6vhtk-066388",
        "relativeValue": {
          "monetaryValue": "award",
          "proportion": 0.04
        },
        "type": [
          "win"
        ]
      }
    ],
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "status": "active",
    "submissionMethodDetails": "https://csg.delta-esourcing.com/respond/NCPE2RG396",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "buyerCategories": "This Framework is for use by Customers in the United Kingdom, British Overseas Territories, and Crown Dependencies which fall into one or more of the following categories:\n\u2022Ministerial government departments\n\u2022Non ministerial government departments\n\u2022Executive agencies of government\n\u2022Non-Departmental Public Bodies (NDPBs), including advisory NDPBs, executive NDPBs, and tribunal NDPBs\n\u2022Assembly Sponsored Public Bodies (ASPBs)\n\u2022Police forces\n\u2022Fire and rescue services\n\u2022Ambulance services\n\u2022Maritime and coastguard agency services\n\u2022NHS bodies\n\u2022Educational bodies or establishments including state schools (nursery schools, primary schools, middle or high schools, secondary schools, special schools), academies, colleges, Pupil Referral Unit (PRU), further education colleges and universities\n\u2022Hospices\n\u2022National Parks\n\u2022Housing associations, including registered social landlords\n\u2022Third sector and charities\n\u2022Citizens advice bodies\n\u2022Councils,",
        "description": "Call-Off Contracts may be awarded using any one of the following methods outlined below.\n1.Direct Award (Award Without Competitive Selection)\n2.Rapid Request for Quote (Rapid RFQ)\n3.Further Competition\nThe ultimate responsibility for selecting the most appropriate and compliant route for a specific requirement rests with the Customer. The onus will be on the Customer to carry out their own due diligence before selecting which method to use.  The Customer will determine the requirement, specification and award, based on the Most Advantageous Tender (MAT)\nDirect Award (award without a competitive selection):\nThis Framework permits Direct Award, defined under the Procurement Act 2023 as awarding a Call-Off Contract without conducting a new competitive selection procedure. A Direct Award may only be used where the Customer can identify the Most Advantageous Tender (MAT) using only the information and scores submitted at Framework award, without requesting any new pricing, clarification, or qualitative information from Suppliers.\nPermitted Direct Award Methods\nCustomers may use any of the following objective, pre-published Direct Award methods. The Customer must choose one method before reviewing Supplier capability for their requirement.\n1. Overall Framework Ranking by Lot (Quality + Price Combined Score)\nThe Customer awards the Call-Off Contract to the Supplier ranked highest overall at Framework award. If the highest-ranked Supplier cannot meet the requirement, the Customer must document the reason and move sequentially to the next ranked Supplier. We anticipate this to be the default Direct Award method.\n2. Highest Total Quality Score by Lot\nThe Customer may award to the Supplier that achieved the highest total quality score for each Lot during Framework evaluation, where quality is the Customer\u2019s primary consideration.\n3. Lowest Overall Price/Highest Commercial Advantage by Lot\nAward to the Supplier offering the lowest evaluated (basket of goods) Framework Price as submitted in Annex H.\nThis method:\n\u2022must use the original evaluated Pricing Schedule\n\u2022must not use catalogue pricing or non-evaluated price lists\n\u2022must not request revised or updated pricing\nIf new pricing is required, this method is not suitable and Customers must choose another method. \n4. Highest Score in a Specific Evaluation Question by Lot\nAward to the Supplier with the highest score in a specific Framework evaluation question that directly relates to the Customer\u2019s requirement.\nThis method may only be used where:\n\u2022the question formed part of the Framework quality evaluation\n\u2022scoring was completed by the Contracting Authority\n5. Partial-Service Selection (Specific Services from the Pricing Schedule) by Lot\nWhere a Customer requires only a subset of the services available under the Framework, a Direct Award may be made using the original per-service Prices (basket of goods) submitted at Framework award.\nA Customer may compare only the relevant per-service Prices and award to the Supplier whose evaluated per-service prices represent the Most Advantageous Tender.\nThis method is only permitted where:\n\u2022All prices used are from the original evaluated Pricing Schedule\n\u2022No new or updated pricing is requested\n\u2022The comparison is applied consistently and objectively\n\u2022No new weighting or qualitative assessment is introduced\nCatalogue pricing or non-evaluated price lists cannot be used to determine MAT.\nWhere new pricing or new information is required, the Customer must conduct a competitive call-off selection process.\nRequirements for Direct Award\nCustomers should retain an auditable record setting out:\n\u2022the Direct Award method selected;\n\u2022the objective rationale for that method;\n\u2022the comparison or ranking used;\n\u2022(if applicable) why a higher-ranked Supplier could not meet the requirement.\nCustomers must not:\n\u2022request revised or updated pricing\n\u2022request new qualitative information\n\u2022introduce new award criteria\nTransition to competitive call-off selection process\nIf the Customer cannot objectively determine the MAT using only Framework-award information (e.g., new pricing is required, new service models are proposed, or qualitative responses are needed), the Customer must run a competitive call-off selection process.\nCompetitive Call Off Selection Process:\nRapid RFQ\nThis is a streamlined, competitive process that allows for Customer judgment on essential requirements, with price being the ultimate decider. It\u0027s perfect for when you have specific, non-negotiable needs.\nHow to run a Rapid RFQ:\n\u2022Optional EOI \u2013 This is where the Customer sends out an EOI to all awarded Framework Suppliers for the Lot and only takes forward those who respond to the EOI. \n\u2022Define Pass/Fail Criteria: The Customer defines their need by identifying a few essential, non-negotiable requirements. These are not for scoring; they are simple \"Yes/No\" gates.\noExample: \"We need a cloud engineer who 1) holds an active AWS Solutions Architect certification (Pass/Fail) and 2) can be on-site in Exeter within 48 hours (Pass/Fail).\"\n\u2022Issue Rapid RFQ. The Customer sends this simple request to all capable Suppliers on the Framework, setting a short, fixed deadline (this is not a defined duration. Where Suppliers have provided a full price book the Customer may use this to price their RFQ. \n\u2022Suppliers submit simple bids: Suppliers respond with two things only:\noConfirmation and evidence that they meet the Pass/Fail criteria.\noTheir price for the work. (unless Customers are using the price book)\n\u2022Customer applies judgment (compliantly): The Customer evaluates the responses. This is the judgment step. They assess the evidence and decide \"Yes\" or \"No\" for each Supplier against the Pass/Fail criteria.\n\u2022Award to the Most Advantageous Tender Compliant Supplier: From the pool of Suppliers who passed all the essential checks, the Call-Off Contract is awarded to the one who submitted the Most Advantageous Tender as determined by the Customer. \n\u2022Best For: Requirements needing a specific, verifiable skill, where price is the deciding factor after that essential need is met.\nFurther Competition (competitive selection process):\nA Further Competition process is used where Customers carry out a competition for the award of a Call-Off Contract.  \nHow to run a Further Competition:\n\u2022The Customer must invite all Suppliers on the Framework who are deemed capable of delivering the particular requirement.\n\u2022The Customer shall be responsible for formulating a specification/product brief containing full details of the goods/services required.\n\u2022The Customer will send the specification/product brief to all Suppliers quoting the Framework reference number.  A reasonable and proportionate time limit should be set for the submission of fully completed Bid responses.\n\u2022Responses received must be unopened until the designated closing date and time for final submissions has passed.  Responses received after the specified date and time should be rejected unopened.\n\u2022The submitted response shall be evaluated in accordance with the criteria stated in the original specification/product brief.  The headline criteria used must be the same as the headline criteria used for the original Framework or part thereof, but the Customer may change the weightings and add their own sub-criteria to apply.\n\u2022The Bidders must be advised of the result in writing. Customers are not required to provide Suppliers with an assessment summary however, they are encouraged to do so as a matter of best practice.\n\u2022A voluntary standstill period of no less than 8 working days beginning with the day on which the contract ward notice is published must be completed before entering into the Call-Off Contract\nBest For: Complex projects, high-value Call-Off Contracts, and any situation where the quality of the solution is a critical factor.",
        "method": "withAndWithoutReopeningCompetition",
        "type": "open"
      },
      "hasFrameworkAgreement": true
    },
    "tenderPeriod": {
      "endDate": "2026-04-08T17:00:00+01:00"
    },
    "title": "Multi Functional Devices and Digital Solutions",
    "value": {
      "amount": 750000000.0,
      "amountGross": 900000000.0,
      "currency": "GBP"
    }
  }
}