Supply and Maintenance of Multi Function Devices and Photocopiers to Education Authority (EA) Schools

{
  "buyer": {
    "id": "GB-PPON-PPHJ-6982-JPXY",
    "name": "Education Authority"
  },
  "date": "2025-12-08T15:30:08Z",
  "id": "080715-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-055d20",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": "BT1 2NQ",
        "region": "UKN06",
        "streetAddress": "40 Academy Street"
      },
      "contactPoint": {
        "email": "ict.procure@eani.org.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - central government",
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Northern Irish devolved regulations apply",
            "id": "GB-NIR",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "https://www.eani.org.uk/"
      },
      "id": "GB-PPON-PPHJ-6982-JPXY",
      "identifier": {
        "id": "PPHJ-6982-JPXY",
        "scheme": "GB-PPON"
      },
      "name": "Education Authority",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-01-21T23:59:59+00:00"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The Education Authority (EA) invites tenders for the provision of Supply and Maintenance of Multi Function Devices and Photocopiers to individual schools within Northern Ireland for a period of 4 years. This framework agreement is let by the Northern Ireland Education Authority (\u201cEA\u201d) and is open to the NI educational bodies as follows and at some point, during the life of the framework agreement these bodies may wish to utilise the agreement and should have access, at any point, with the permission of EA. https://www.education-ni.gov.uk/services/schools-plus Primary and Post Primary schools under the control of the EA. Catholic Maintained Schools, Independent Schools in NI, Irish Medium Schools in NI, both Controlled and Voluntary Grammar Schools, Nursery School for NI (both controlled and Catholic Maintained), Pre-Schools and Nurseries included within the EA\u0027s Pre-School Education Programme (PSEP).",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-12-08T15:30:08Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "080715-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/080715-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-01-02T15:00:00+00:00"
    },
    "hasRecurrence": true,
    "id": "ICT-25-012",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Printing and related services",
            "id": "79800000",
            "scheme": "CPV"
          },
          {
            "description": "Printing services",
            "id": "79810000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Tenderers must include comprehensive details of the methodology and escalation procedures that will be employed to deal with any poor performance matters that may occur during the contract duration. \nTenderers are asked to consider the scale, scope and complexity of the requirements in their response.\nTenderers response should include:\n\u2022\tAny quality control systems and checks that will be in place to ensure that the services are delivered in line with the requirements of the specification\n\u2022\tHow the SLA and KPIs can be met throughout the Framework period, and the period associated with any Call-Offs\n\u2022\tDetails of the initial and ongoing training proposed for your internal staff and for the EA client\n\u2022\tThe process for the reporting, management and resolution of calls for service or support.\n\u2022\tDetail of how you will ensure continuous improvement throughout the contract term for all clients\n\u2022\tThe contingency arrangements for support and maintenance \n\u2022\tThe quality and sourcing of parts which will be provided",
              "name": "AC1 - Contract Management \u0026 Reporting",
              "numbers": [
                {
                  "number": 20,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "With reference to the information provided in the Specification document , tenderers are required to detail how their proposed solution will support the EA\u2019s drive to deliver a sustainable print/photocopy service across the schools estate. Suppliers should propose how they aim to meet sustainability requirements.  Your response should consider the following sustainability elements:\nEnvironmental\nSocial\nEconomic\t",
              "name": "AC2 - Sustainability",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Tenderers are required to complete and submit with their tender response a Social Value Delivery plan identifying and demonstrating how their proposals will deliver against the Social Value requirements as detailed in PPN 01 21 - Social Value in Procurement Word master.pdf\nThese include but are not limited to:\na.\tCreating training schemes that address skills gaps within the workplace that result in recognised qualifications.\nb.\tPromotion of awareness of careers and recruitment opportunities relating to known skills shortages or in high growth sectors relating to the subject matter of the contract.\nc.\tIdentification of opportunities to grow supplier diversity in the con- tract supply chain or in the location/community where the contract is performed, including SME and VCSE participation and new business creation.\nd.\tBuilding innovative and/or disruptive technologies into network solutions that increase efficiency, quality, whilst reducing the over- all cost baseline.\nThe proposals contained within your Social Value Delivery Plan should also include where relevant and possible:\no\tThe activities you will undertake and the timescales for delivery of the social value requirements;\no\tQuantifiable metrics for each activity\no\tFor example, this may include: number of hours of support or training; a bespoke policy or strategy related to the contract; number of hours/weeks offered to promote awareness of careers and recruitment opportunities;\no\tThe resources, both internal and external, you will use to plan and deliver the social value requirements (this should include details of suppliers in your supply chain);\no\tHow you will engage if necessary with key stakeholders;\no\tConfirmation that the planned activities are additional to activities your organisation already undertakes; (All activities included in your\no\tresponse should be forward looking, additional activities that are directly related to this contract) and,\no\tHow you will monitor and report on the delivery of the social value requirements and address any performance issues.",
              "name": "AC3 - Social value",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Suppliers must download and complete the document \u201cFinancial Response\u201d  The document must then be uploaded into the financial envelope on eTendersNI.",
              "name": "AC4 - Cost",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2030-01-31T23:59:59+00:00",
          "startDate": "2026-02-01T00:00:00+00:00"
        },
        "id": "1",
        "selectionCriteria": {
          "criteria": [
            {
              "description": "As per tender documents",
              "type": "economic"
            },
            {
              "description": "As per tender documents",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 19500000,
          "amountGross": 19500000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "participationFees": [
      {
        "description": "As per tender documents",
        "id": "ocds-h6vhtk-055d20",
        "relativeValue": {
          "monetaryValue": "award",
          "proportion": 0.0025
        },
        "type": [
          "win"
        ]
      }
    ],
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2029-11-01T23:59:59+00:00"
        }
      ]
    },
    "riskDetails": "The Buyer considers the risk of an epidemic/pandemic situation to be a risk which could jeopardise performance of this Framework but due to the nature of this risk, cannot be fully addressed at this point.  The Buyer therefore considers that a future modification of the Framework may be required should this risk materialise during the term of the Framework.",
    "status": "active",
    "submissionMethodDetails": "https://etendersni.gov.uk/",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "description": "Clients may either conduct mini competition or utilise direct award as per tender documents",
        "maximumParticipants": 5,
        "method": "withAndWithoutReopeningCompetition",
        "type": "closed"
      },
      "hasFrameworkAgreement": true
    },
    "tenderPeriod": {
      "endDate": "2026-01-07T15:00:00+00:00"
    },
    "title": "Supply and Maintenance of Multi Function Devices and Photocopiers to Education Authority (EA) Schools",
    "value": {
      "amount": 19500000,
      "amountGross": 19500000,
      "currency": "GBP"
    }
  }
}