Official UK procurement notice
Diocese of Gloucester - Provision of Multi Functional Devices
Authority: Diocese of Gloucester Academies Trust (Central government)·On behalf of: PHP LAW LLP
What is being bought
Published requirement descriptionThe Trust required a Contractor to undertake a multifunctional device service in accordance with the service specification and the associated tender documents. The Contract will be for the provision to supply services and goods to the Trust and will include Multi-Functional Devices (MFDs) and Print Management Software. The Contractor will be responsible for the supply of hardware, software, consumables, and replacement parts.
The Contractor will also provide installation, maintenance, removal, disposal, and training services.
- The authority expects to re-tender this requirement around 2 Dec 2030, 23:59 GMT.
- No preliminary market engagement: The justification is that the requirements are not complex, or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
CPV: Laser printers · Maintenance and repair of office machinery · Photocopier maintenance services · Photocopiers
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£425,000
- Economic & financial standing
a. Employer’s (Compulsory) Liability Insurance* = [£5m] b. Public Liability Insurance = [£5m] c. Professional Indemnity Insurance = [£1m] d. Product Liability Insurance = [£2m]
- Technical & professional ability
Relevant experience and contract examples Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). Where this procurement is for goods or services, the examples must be from the past three years. The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided. For consortium bids, or where you have indicated that you are relying on an associated person to meet the technical ability, you should provide relevant examples of where the associated person has delivered similar requirements. If this is not possible (e.g. the consortium is newly formed or a special purpose vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or members of the special purpose vehicle or sub-contractors (three examples are not required from each member).
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (6)
- Proposed Solution: 17.5%
- Implementation Management: 10%
- Account Support, Management & Monitoring: 25%
- Overall Price: 35%
- Alternative Pricing Option Assessment: 5%
- Sustainability: 7.5%
Published award criteria (6)
- Proposed Solution
- Implementation Management
- Account Support, Management & Monitoring
- Sustainability
- Overall Price
- Alternative Pricing Option Assessment
- Economic & financial standing
a. Employer’s (Compulsory) Liability Insurance* = [£5m] b. Public Liability Insurance = [£5m] c. Professional Indemnity Insurance = [£1m] d. Product Liability Insurance = [£2m]
- Technical & professional ability
Relevant experience and contract examples Please provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in any combination from either the public or private sectors (which may include samples of grant-funded work). Where this procurement is for goods or services, the examples must be from the past three years. The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided. For consortium bids, or where you have indicated that you are relying on an associated person to meet the technical ability, you should provide relevant examples of where the associated person has delivered similar requirements. If this is not possible (e.g. the consortium is newly formed or a special purpose vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or members of the special purpose vehicle or sub-contractors (three examples are not required from each member).
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 2 Dec 2030
- First published
- 12 Mar 2026, 16:28 GMT
- Last source update
- 23 Jun 2026, 17:42 BST
- Award evaluation window
- Submission end – 14 May 2026
- Authority reference
DOGAT01.01- FTS notice number
2026/S 000-022544- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0668e0Find a Tender- Contract terms summary
Invoicing requirements are as follows and are to be broken down by school site: a. quarterly leasing Invoice b. monthly Maintenance invoice (consolidated for Trust, broken down by schools) c. separate lease and print costs. d. no minimum billing e. monthly Totals on usage f. print volumes by mono and colour. The Contractor shall submit invoices and associated documentation by email. Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.
- Risks
Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the bookings Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
How it was run
Official notice- Submission deadline
- 22 Apr 2026, 12:00 BST
- Clarification deadline
- 9 Apr 2026, 00:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
12 Mar 2026 → 1 Jul 2026 · 7 dates- Tender notice published228 days ago12 Mar 2026, 16:28 GMT
- Clarification questions by201 days ago9 Apr 2026, 00:00 BST
- Submission deadline187 days ago22 Apr 2026, 12:00 BST
- Award decision expected by165 days ago14 May 2026, 23:59 BST
- Assessment summaries sent144 days ago5 Jun 2026, 00:00 BST
- Latest notice published125 days ago23 Jun 2026, 17:42 BST
- Contract starts118 days ago1 Jul 2026
Notice history
9 events · 5 releases on Find a Tender · since 12 Mar 2026- Tender notice published12 Mar 2026, 16:28 GMTUK4
- Contract award notice published20 May 2026, 17:06 BSTUK6
- Status changed to complete20 May 2026, 17:06 BST
- Buyer details updated20 May 2026, 17:06 BST
- Contract signature expected2 Jun 2026, 23:59 BSTscheduled
- Procurement termination notice published5 Jun 2026, 14:56 BSTUK12
- Contract award notice published5 Jun 2026, 16:07 BSTUK6
- Contract signature expected22 Jun 2026, 23:59 BSTscheduled
- Contract details notice published23 Jun 2026, 17:42 BSTUK7
Routine re-releases (5)
- 2026-05: 1 release · 20 May 2026
- 2026-03: 1 release · 12 Mar 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| DOLPHIN TEC LIMITEDSME1 Jul 2026 – 30 Jun 2031Options: The right to additional purchases while the contract is valid. To include additional schools that join the Trust. | £425,000 | 5 Jun 2026 | Awarded |
| Apogee Corporation Limited1 Jul 2026 – 30 Jun 2031Options: To include additional schools that join the Trust. | £425,000 | 19 May 2026 | Awarded |
Contracts
Diocese of Gloucester - Provision of Multi Functional Devices · DOLPHIN TEC LIMITEDSME
- Signed
- 23 Jun 2026
- Value
- £425,000
- Period
- 1 Jul 2026 – 30 Jun 2031
- Status
- active
3 agreed KPIs: Response time four (4) hour average · First time fix rate · Machine availability, fleet uptime
- Response time four (4) hour average, Success criteria of 95%
- First time fix rate, Success criteria of 95%
- Machine availability, fleet uptime, Success criteria of 95%
Contract 1 · Apogee Corporation Limited
- Signed
- date not published
- Value
- —
- Period
- … – 30 Jun 2031
- Status
- cancelled (5 Jun 2026), The Trust's initial successful bidder, Apogee took the decision to withdraw from the process during the standstill period. To confirm, this withdrawal was made solely at Apogee's own discretion and is not related to any issue with the Trust, the tender documentation, or the procurement process. The Trust's process, evaluation, and decision‑making remain fully compliant and unchanged.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 3 | 0 | — |
Contracting authority & participating public bodies
3 public bodies on the noticeConsortium members and other public bodies
- PHP LAW LLPProcess contact pointProcuring entityProcurement Consultant
- THE DIOCESE OF GLOUCESTER ACADEMIES TRUSTContracting authorityPublic authority - sub-central government
Bidders & participating suppliers
2 commercial parties on the notice- APOGEE CORPORATION LIMITEDAwarded supplier
- DOLPHIN TEC LIMITEDAwarded supplier
Official documents & specifications (5)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Procurement termination notice Procurement termination notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender