Tendering for Printers & Copiers

USER GUIDE For

Government Procurement Service FRAMEWORK AGREEMENT RM1599

Multifunctional Devices and Services, Managed Print Service and Print Audit Services

CONTRACT PERIOD 6th March 2012 to 28 February 2014 PLUS 2x 1 YEAR EXTENSION FOREWORD

This document contains relevant information about the framework agreement and outlines the services provided.

The agreement is effective for the period stated on the title page of this Buyer’s Guide.

Using the Agreement

Suppliers have not been ranked and all suppliers have been awarded equal status. Users of The Agreement will need to justify the supplier selection either by comparing the tender scores for those services that are relevant to your requirements or undertake further competition to appoint a supplier. As The Agreement has been tendered in accordance with EU directives, users of The Agreement do not need to perform a full tender procedure for call off requirements. Institutes should use a voluntary standstill period of ten days when calling off a contract - especially as values of contracts increase, and essentially where the value is over the threshold.

The evaluation process and scoring used in the award of The Agreement is available in the tender report, which can be accessed via GEM, and used to justify supplier selection or to compare the suppliers’ non negotiable services prior to any further competition within the framework agreement. Further competition/s should focus on negotiable areas such as cost, delivery etc. The NEUPC website, and GEM, offer members the facility to e-mail all suppliers within The Agreement, therefore facilitating an easy route to obtain quotes and information which will enable you to determine which supplier best suits your requirements. Guidance on mini/further competition is within the document below (right click, click document object, click open).

ENPC Guidance on undertaking a further mini competition.doc

Each institution will observe their own procurement rules and regulations when deciding which supplier will offer them best value. All contracts entered into on the basis of The Agreement shall be between institution and supplier. It is the responsibility of each institution to record and justify supplier selection.

The Agreement is collaboratively managed by the NEUPC, LUPC, SUPC, and NWUPC. Please contact Mark Hayter on 0113 3443957 or [email protected] should you require any further details or assistance. RM1599 -Multifunctional Devices and Services, Managed Print Service and Print Audit Services Framework Management and working party engagement model

GPS RM1599 Pan Public Sector Framework Category Strategy Management Team for Office ENP Representation Group Solutions (Usually Mark Hayter NEUPC) GPS, YPO, ESPO

Mark Hayter - NEUPC Darran Whatley - LUPC Andrew Grover - SUPC Mike Haslin - NWUPC

NEUPC NWUPC category category groups LUPC SUPC groups category category groups groups

1 Framework Overview

Full details are available on the Government Procurement Service Website: http://gps.cabinetoffice.gov.uk/contracts/rm1599

Summary:

Lot 1 – Limited Range of Standard Specification MFD’s and Services – this lot is single sourced nationally and designed for ‘smaller’ organisations who can clearly specify their requirements without the need for Further Competition . The contractual approach will be for 3,4 and 5 year operating leases only (no purchase option available in this Lot).

Lot 2 – Full Catalogue offering of MFD’s and Services (inc. Print Room Services) – this lot is designed for any organisation unable to satisfy their requirements from Lot 1 and whose print strategy falls short of a fully outsourced Managed Print Service (MPS) as provided for in Lot 3. The successful provider will offer a catalogue of products. Most customers will conduct a Further Competition although direct award is possible where best value can be clearly demonstrated. Contractual approach will be for 3,4 and 5 year operating leases (although an outright purchase option is available).

Lot 3 – Managed Print Services – this lot is designed for those ‘larger’ organisations who will outsource their internal desktop print strategy. The pricing approach his based upon a cost per head/cost per impression (leases will not form part of the contractual relationship) Customers will call-off a ‘service’ contract. It is expected that all customers will conduct a Further Competition for this Lot

Lot 4 – Print Audit Services – this lot is designed for those organisations who wish to ‘inform’ themselves of their existing position in order to efficiently redress their current internal strategy or to use the data as a component of a Further Competition in lots 2 or 3. Lease or purchase of product does not form part of this Lot. Lot No. Lot Title / Description Eligible Suppliers

Limited Range of Standard Specification 1 1. Xerox Devices and Services 1. Canon Full Catalogue offering of 2. Konica Minolta Business Solutions 2 Multifunctional Devices and Services 3. Xerox (inc. Print Room Services) 4. XMA

1. Canon 2. Hewlett Packard 3 Managed Print Services 3. Konica Minolta Business Solutions 4. Xerox

1. Altodigital Networks Limited 2. Apogee Corporation Ltd 3. Bramble.cc Ltd 4. EKM4 Limited 5. M2 6. Mike Wood Consultancy Limited 7. NewField IT 4 Print Audit Services 8. PUROSolutions Limited 9. Ricoh UK Limited 10.Team Logic Systems Ltd 11.The Danwood Group ltd 12.The DTP Group 13.Toshiba TEC UK Imaging Systems Ltd 14.Wyse Solutions Ltd LOT 1 LIMITED RANGE OF STANDARD SPECIFICATION MULTIFUNCTIONAL DEVICES AND SERVICES

SPECIFICATION OF REQUIREMENTS

ITT RM1599 Schedule 1 - Specification - Lot 1.docx

AWARD CRITERIA

CRITERIA WEIGHTING Price – Value for Money 80% General Questions and Lot Specific 20%

SUPPLIER CONTACT DETAILS

Supplier contacts - Lot 1.xlsx LOT 2

FULL CATALOGUE OFFERING OF MULTIFUNCTIONAL DEVICES AND SERVICES (INCLUDING PRINT ROOM SERVICES)

AWARD CRITERIA

Supplier contacts - Lot 2.xlsx LOT 3 MANAGED PRINT SERVICES

AWARD CRITERIA

Supplier contacts - Lot 3.xlsx LOT 4 PRINT AUDIT SERVICES

AWARD CRITERIA

Supplier contacts - Lot 4.xlsx