ICT - Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035

{
  "awards": [
    {
      "id": "079456-2025-1",
      "relatedLots": [
        "1"
      ],
      "status": "active",
      "suppliers": [
        {
          "id": "GB-FTS-112436",
          "name": "Ricoh UK Limited"
        }
      ]
    }
  ],
  "buyer": {
    "id": "GB-FTS-67",
    "name": "Isle of Wight Council"
  },
  "contracts": [
    {
      "awardID": "079456-2025-1",
      "dateSigned": "2025-12-03T00:00:00Z",
      "id": "079456-2025-1",
      "status": "active",
      "value": {
        "amount": 1187263.29,
        "currency": "GBP"
      }
    }
  ],
  "date": "2025-12-03T15:51:43Z",
  "id": "079456-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-045621",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Newport",
        "postalCode": "PO30 1UD",
        "region": "UKJ34",
        "streetAddress": "County Hall, High Street"
      },
      "contactPoint": {
        "email": "lucy.chandler@iow.gov.uk",
        "name": "Mrs Lucy Chandler",
        "telephone": "+44 1983821000"
      },
      "details": {
        "buyerProfile": "http://www.iow.gov.uk",
        "classifications": [
          {
            "description": "Regional or local authority",
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "General public services",
            "id": "01",
            "scheme": "COFOG"
          }
        ],
        "url": "http://www.iow.gov.uk"
      },
      "id": "GB-FTS-67",
      "identifier": {
        "legalName": "Isle of Wight Council"
      },
      "name": "Isle of Wight Council",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Northampton",
        "postalCode": "NN4 7RG",
        "region": "UKJ34",
        "streetAddress": "900 Pavilion Drive, Northampton Business Park"
      },
      "details": {
        "scale": "large"
      },
      "id": "GB-FTS-112436",
      "identifier": {
        "legalName": "Ricoh UK Limited"
      },
      "name": "Ricoh UK Limited",
      "roles": [
        "supplier"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "London"
      },
      "id": "GB-FTS-66",
      "identifier": {
        "legalName": "The High Court of England and Wales"
      },
      "name": "The High Court of England and Wales",
      "roles": [
        "reviewBody"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "classification": {
      "description": "Photocopying and offset printing equipment",
      "id": "30120000",
      "scheme": "CPV"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035.\nPlease note the contract is a mixture of both \u0027Supplies\u0027 and \u0027Services\u0027 although \u0027Supplies\u0027\nwas selected in point (II.1.3).",
    "id": "DN276708",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKJ34"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "description": "Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035\nPeriod 01 February 2026 - 31 July 2027 Additional information: Please note that this relates to the previous VEAT notice ref 2024/S 000-013904 published on 30 April 2024. The intention is to set out clearly what our position has been and will be until 31 July 2027.\nThe whole life cost set out here includes the values set out in the previous VEAT notice (which was a total of \u00a31,089,915.95)",
        "hasOptions": true,
        "id": "1",
        "options": {
          "description": "Extensions as agreed by the Framework Owner (HCC)"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procurementMethod": "limited",
    "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
    "procurementMethodRationale": "The original call off contract was awarded following a further competition under the Hampshire\nCounty Supplies Framework (Ref HSY17035) from July 2017 - 2020. A further 12 month\nextension was taken, to July 2021 and until July 2022 the Council continued to lease the\nmachines on a month by month basis. In July 2022 - 30 April 2024, the Council extended the\ncontract under the framework for a further two years noting there were no new devices. This\nwas with approval by the Framework Owner.\nThe original contract award notice and subsequent award notice were not published, and so a VEAT notice was published on 30 April 2024 to address this (ref 2024/S 000-013904).\nA further continuation of the call off contract is intended to be put in place from 01 February 2026 - 31 July 2027. This is for a number of reasons:\nThe public contract concerns the supply of goods, services, or works by the existing supplier which are intended as an extension to, or partial replacement of, existing goods, services, or works in circumstances where\u2014\n(a)\tA change in supplier would result in the contracting authority receiving goods, services, or works that are different from, or incompatible with, the existing goods, services, or works. Specifically, moving to another provider would incur huge additional costs and require significant resources. The retention of the existing fleet of machines means that the service to Council employees is retained without gap, and there will be no additional costs to the fleet, nor any onboarding costs or disruption of new machines, training requirements etc. If we were to re-tender at this point, all machines would need to be replaced with an implementation process to consider, additional licensing and configuration costs, re-training and a short timeframe in which to do it. There is a very real risk that there are not enough resources to re-tender at this stage.\nAdditionally, retention of island-based 3rd party support and maintenance from Sandham Office Services. Retaining Ricoh as our supplier means that the Council will continue to have local support and maintenance as required with no gap in service. If this wasn\u2019t in place there would be risks associated with this element of service provision.\n(b)\tThe difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance. Staying with the current provider ensures continuity and compatibility, allowing us the necessary time to make a decision on the future of the MFD contract longer term.\nThis is especially key given the uncertainty around the Local Government Reorganisation (LGR) which won\u2019t be known until the end February 2026 at the earliest. The Council is therefore not keen to be tied into a long term contract whilst this is uncertain, which consequently means we know we wouldn\u2019t be receiving value for money with a shorter term period. The Council has invested in the \u2018Follow Me Print\u2019 solution which is bespoke to Ricoh. This means that staff can print in any Council location. If we had an alternative provider, this would need to be replaced which would have cost implications but also implications on the training of staff.\nThis approach also supports the strategy to reduce printing which has an impact on the environment and supports the Council\u2019s wider Corporate Plan regarding Climate Change (\u201cevery decision we take will not only need to have regard to our climate change strategy but must also have regard to supporting, sustaining, and enhancing our biosphere status. based on existing usage and reports\u201d p6, Corporate Plan). This further applies to not wishing to be in contract for any longer than 18 months so that the Council can review its requirements in view of the LGR, and with a view to reduce the fleet further if we re-tender in 2027.",
    "procurementMethodRationaleClassifications": [
      {
        "description": "The procurement falls outside the scope of application of the directive",
        "id": "D_OUTSIDE_SCOPE",
        "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL"
      }
    ],
    "status": "complete",
    "title": "ICT - Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035"
  }
}