Official UK procurement notice
Supply and Maintenance of Multi Function Devices and Photocopiers to Education Authority (EA) Schools
Authority: the Education Authority (Central government)
Sectors: IT Services & Software (72)Business Services & Consultancy (79) Delivery: Northern Ireland (UKN)
Framework ceiling (notional)£19,500,000framework ceiling, not attributable revenue · 1 value update
Submissions closed 19 Jan 2026awarded 3 Feb 2026
Awarded to BURKE SYSTEMS SOLUTIONS LTD +4 more
Framework period 4 yrsends 31 Jan 2030 · starts 1 Feb 2026
What is being bought
Published requirement descriptionThe 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 ("EA") 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. 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's Pre-School Education Programme (PSEP).
- The authority expects to re-tender this requirement around 1 Nov 2029, 23:59 GMT.
CPV: IT services: consulting, software development, Internet and support · Printing and related services · Printing services
How this framework works
From the published notice- Type
- Closed framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Places
- up to 5 suppliers · 5 bids received (1.0 per place) · 5 appointed (full)
- Framework period
- 4 yrs from 1 Feb 2026
- Supplier levy on call-offs (max %)
- 0.25% of call-off value · As per tender documents
Published description of the framework
The customer may utilise the framework through use of the call off route or via mini competition. The use of the Direct Call-Off option or the Mini Competition option will be at the client's discretion. These routes are outlined below:
- Direct Call-Off - This option is open to schools, where the schools needs can be met by tender pricing. Schools will buy directly from the framework based on the information and product pricing provided by each supplier in their tender bid. This means that the Schools would select products based on the information provided that is the closest match to their operational requirements.
- Mini Competition - In line with school's requirements, there may be the need to run mini-competitions within this Framework Agreement utilising a desktop assessment of costs based on framework prices submitted.
Mini Competitions will be evaluated based on cost and will be awarded under the same terms and conditions.
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£19,500,000
72000000 IT services: consulting, software development, Internet and support79800000 Printing and related services79810000 Printing services
Pre-qualification & selection criteria (PQQ)2
- Economic & financial standing
As per tender documents
- Technical & professional ability
As per tender documents
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).
How bids were scored
Published sub-criteria (4)
- AC1 - Contract Management & Reporting: 20%
- AC4 - Cost: 60%
- AC3 - Social value: 10%
- AC2 - Sustainability: 10%
Published award criteria (4)
- AC1 - Contract Management & Reporting: 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. Tenderers are asked to consider the scale, scope and complexity of the requirements in their response. Tenderers response should include: • Any 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 • How the SLA and KPIs can be met throughout the Framework period, and the period associated with any Call-Offs • Details of the initial and ongoing training proposed for your internal staff and for the EA client • The process for the reporting, management and resolution of calls for service or support. • Detail of how you will ensure continuous improvement throughout the contract term for all clients • The contingency arrangements for support and maintenance • The quality and sourcing of parts which will be provided
- AC2 - Sustainability: With reference to the information provided in the Specification document , tenderers are required to detail how their proposed solution will support the EA’s 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: Environmental Social Economic
- AC3 - Social value: 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 These include but are not limited to: a. Creating training schemes that address skills gaps within the workplace that result in recognised qualifications. b. Promotion 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. c. Identification 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. d. Building innovative and/or disruptive technologies into network solutions that increase efficiency, quality, whilst reducing the over- all cost baseline. The proposals contained within your Social Value Delivery Plan should also include where relevant and possible: o The activities you will undertake and the timescales for delivery of the social value requirements; o Quantifiable metrics for each activity o For 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; o The 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); o How you will engage if necessary with key stakeholders; o Confirmation that the planned activities are additional to activities your organisation already undertakes; (All activities included in your o response should be forward looking, additional activities that are directly related to this contract) and, o How you will monitor and report on the delivery of the social value requirements and address any performance issues.
- AC4 - Cost: Suppliers must download and complete the document “Financial Response” The document must then be uploaded into the financial envelope on eTendersNI.
Conditions of participation2
- Economic & financial standing
As per tender documents
- Technical & professional ability
As per tender documents
What this means for your bid
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
- “Supply and Maintenance of Multi Function Devices and Photocopiers to…” is a framework: the contest is a place on its panel, up to 5 suppliers, not a single contract: call-offs may be direct or by further competition.
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
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use the vehicle
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 1 Nov 2029
- First published
- 10 Jul 2025, 15:45 BST
- Last source update
- 19 Mar 2026, 10:26 GMT
- Award evaluation window
- Submission end – 26 Jan 2026
- Authority reference
ICT-25-012- FTS notice number
2025/S 000-080715- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-055d20Find a Tender
Review and risk notes
- Risks
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.
How it was run
Official noticeRun through: eTendersNI · Who buys & how to bid on eTendersNI
Access & registration note: Free Northern Ireland registration
- Appointment period ends
- 19 Jan 2026, 15:00 GMT
- Clarification deadline
- 7 Jan 2026, 15:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
- call-off levy · 0.25% of call-off value · As per tender documents
Detailed submission instructions & authority contactsFrom official release
Timeline
10 Jul 2025 → 19 Mar 2026 · 11 dates- Planning notice published10 Jul 2025, 15:45 BST
- Market engagement31 Aug 2025, 23:59 BST
Questionnaire submission followed by Supplier Engagement days via MS Teams.
- Next notice expected380 days ago1 Oct 2025, 23:59 BST
- Tender notice published312 days ago8 Dec 2025, 15:30 GMT
- Clarification questions by282 days ago7 Jan 2026, 15:00 GMT
- Admission / appointment period ends270 days ago · period end, not a bid countdown19 Jan 2026, 15:00 GMT
- Award decision expected by263 days ago26 Jan 2026, 23:59 GMT
- Contract starts258 days ago1 Feb 2026
- Assessment summaries sent254 days ago5 Feb 2026
- Standstill ends242 days ago16 Feb 2026, 23:59 GMT
- Latest notice published211 days ago19 Mar 2026, 10:26 GMT
Notice history
14 events · 6 releases on Find a Tender · since 10 Jul 2025- Preliminary market engagement notice published10 Jul 2025, 15:45 BSTUK2
- Tender notice published8 Dec 2025, 15:30 GMTUK4
- Published value published: £19,500,0008 Dec 2025, 15:30 GMT
- Status changed to active8 Dec 2025, 15:30 GMT
- Procurement method changed8 Dec 2025, 15:30 GMT
- Deadline published: 7 Jan 2026, 15:00 GMT8 Dec 2025, 15:30 GMT
- Tender notice published15 Dec 2025, 09:37 GMTUK4
- Deadline moved to 14 Jan 2026, 15:00 GMT15 Dec 2025, 09:37 GMT+7 days · was 7 Jan 2026, 15:00 GMT
- Tender notice published12 Jan 2026, 10:19 GMTUK4
- Deadline moved to 19 Jan 2026, 15:00 GMT12 Jan 2026, 10:19 GMT+5 days · was 14 Jan 2026, 15:00 GMT
- Contract award notice published5 Feb 2026, 15:54 GMTUK6
- Status changed to complete5 Feb 2026, 15:54 GMT
- Contract signature expected17 Feb 2026, 23:59 GMTscheduled
- Contract details notice published19 Mar 2026, 10:26 GMTUK7
Published amendments (2)
Enquiry deadline amended to 3pm 7th January 2026 Tender submission deadline amended to 3pm 14th January 2026
Enquiry deadline amended to 3pm 7th January 2026 Tender submission deadline amended to 3pm 14th January 2026
Routine re-releases (6)
- 2025-12: 2 releases · 8 Dec 2025, 15 Dec 2025
- 2025-07: 1 release · 10 Jul 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastSuppliers appointed 51 award · see the list ↓
Bids received 53 from SMEs
Named bidders 5published on the award notice
Contracts signed 1latest 27 Feb 2026
| Awarded to | Value | Date | Status |
|---|---|---|---|
| BURKE SYSTEMS SOLUTIONS LTDSME, CALVERT OFFICE EQUIPMENT LTDSME, Konica Minolta Business Solutions (UK) Ltd, QLC SOLUTIONS LTDSME, Ricoh UK LtdVCSE17 Feb 2026 – 16 Feb 2030 | £19,500,000 | 3 Feb 2026 | Awarded |
Contracts
Contract 1 · BURKE SYSTEMS SOLUTIONS LTDSME, CALVERT OFFICE EQUIPMENT LTDSME, Konica Minolta Business Solutions (UK) Ltd, QLC SOLUTIONS LTDSME, Ricoh UK LtdVCSE
- Signed
- 27 Feb 2026
- Value
- £19,500,000
- Period
- 1 Mar 2026 – 28 Feb 2030
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 3 | 1 | — |
Who bid
- wonQLC SOLUTIONS LIMITEDSME · Northern Ireland
- wonKonica Minolta Business Solutions (UK) Limited · East of England
- wonRICOH UK LIMITED · East Midlands
- wonBURKE SYSTEMS & SOLUTIONS LIMITEDSME · Northern Ireland
- wonCALVERT OFFICE EQUIPMENT LIMITEDSME · Northern Ireland
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Framework contractors & participating bidders
5 commercial parties on the notice- BURKE SYSTEMS & SOLUTIONS LIMITEDFramework contractor
- CALVERT OFFICE EQUIPMENT LIMITEDFramework contractor
- Konica Minolta Business Solutions (UK) LimitedFramework contractor
- QLC SOLUTIONS LIMITEDFramework contractor
- RICOH UK LIMITEDFramework contractor
Official documents & specifications (6)
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
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender