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Published 3 Apr 2025, 09:23 BST

Official UK procurement notice

Framework for the Provision of Multifunctional Devices

Official notice

Authority: HEART ACADEMIES TRUST (Education)·On behalf of: VALUE MATCH SERVICES LTD

Framework agreementGoodsOpen procedureAbove thresholdSME suitable
Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30) Delivery: UK
Framework ceiling (notional)£139,000,000framework ceiling, not attributable revenue
Submissions closed 28 Apr 2025awarded 7 May 2025
Awarded to Agilico Workplace Technology Ltd
Framework period 4 yrsends 22 May 2029 · starts 23 May 2025

What is being bought

Published requirement description

HEART are looking to appoint a single Supplier who will demonstrate technical competency, best Value for Money and to provide all requirements in relation to both new and refurbished Multifunctional Devices (MFDs), including the supply, installation, maintenance, and repairs of the machines, including any spare parts required, to HEART and other Customers on a National basis. It is anticipated that these services will be promoted and accessed by the Education Sector and to other small to medium sized Public Sector organisations but for the avoidance of doubt, is open to any Public Sector Contracting Authority.

The single Supplier for this Framework must also be able to provide Digital Transformation Solutions which can work seamlessly alongside the devices, including but not limited to, Print Management Cloud Services, and Automated Invoice Processing.

The Supplier must be able to offer the option to purchase, and option to lease, both new and refurbished Multifunctional Devices.

The Supplier must be able to provide Consumables for the devices, and offer devices from a minimum of two different manufacturers, to ensure the Customer is provided with optionality and unbiased recommendations.

The Supplier is expected to prioritise the providence of quality, sustainability, and social value in all operations.

  • Not divided into lots: We are aiming for a single-supplier Framework, to optimise the strategic relationship between Customers, Suppliers and Value Match as the procurement service provider. The approach has been designed to enable Suppliers to create innovative solutions for the Education Sector while enabling the Supplier to effectively scale those solutions and obtaining a return on investment while delivering Value for Money for Customers.

CPV: Printers and plotters

How this framework works

From the published notice
Type
Open framework
Call-offs
every call-off is a further competition among the appointed suppliers
Places
up to 1 suppliers · 3 bids received (3.0 per place) · 1 appointed (full)
Framework period
4 yrs from 23 May 2025
Supplier levy on call-offs (max %)

0.90% of call-off value · The Supplier will be required to pay a Supplier Management Fee, in addition to a 0.9% Volume Rebate Fee. Further information can be found within the ITT document.

Who may buy through it

Examples: Local Councils, Education Trusts, but for the avoidance of doubt the Framework is available for use by the entire Public Sector.

Published description of the framework

The 0.9% Volume Rebate Fee has been chosen to remain commercially competitive, in addition to ensuring the minimum amount of funds are taken out of education.

Call-offs published through it2

Notices that name this framework as their framework in the official record. Many call-offs are never published, so this is a floor, not utilisation.

The lotProcurement structure

single lot · value published
Lot #1Awarded 4 yrsPublished value£139,000,000
Contract period: 23 May 2025 – 22 May 2029 (4 yrs)Value: £139,000,000 exc. VAT · £168,800,000 inc. VAT
Delivery: UK
30232100 Printers and plotters

What it takes to win
i

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 more
How bids were scored
Quality: 50%Price: 30%Social value: 20%
Published sub-criteria (3)
  • Quality: 50%
  • Price: 30%
  • Social: 20%
Published award criteria (3)
  • Quality
  • Price
  • Social
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “Framework for the Provision of Multifunctional Devices” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract: each call-off is a further competition, so the pricing contest starts after appointment.

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
Framework agreement
Who may use this agreement
Examples: Local Councils, Education Trusts, but for the avoidance of doubt the Framework is available for use by the entire Public Sector.
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
3 Apr 2025, 09:23 BST
Last source update
10 Nov 2025, 12:13 GMT
Award evaluation window
Submission end – 4 May 2025
FTS notice number
2025/S 000-012673
Latest notice
Contract details notice (UK7)
Classification (CPV)
Printers and plotters
Delivery area
UK
Official registry OCID
ocds-h6vhtk-04fc63 Find a Tender

How it was run

Official notice
Run through: portal not identified
Electronic submission allowedLanguage: EN
Appointment period ends
28 Apr 2025, 17:00 BST
Clarification deadline
15 Apr 2025, 23:59 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Supplier levy on call-offs (max %)

call-off levy · 0.90% of call-off value · The Supplier will be required to pay a Supplier Management Fee, in addition to a 0.9% Volume Rebate Fee. Further information can be found within the ITT document.

Detailed submission instructions & authority contactsFrom official release

Please access all tender documents through the Cimple platform.

The tender link is: cimple.uk/detail/468731 ↗

Timeline

3 Apr 2025 → 10 Nov 2025 · 8 dates
  1. Tender notice published
    3 Apr 2025, 09:23 BST
  2. Clarification questions by
    15 Apr 2025, 23:59 BST
  3. Admission / appointment period endsperiod end, not a bid countdown
    28 Apr 2025, 17:00 BST
  4. Award decision expected by
    4 May 2025, 23:59 BST
  5. Assessment summaries sent
    19 May 2025, 00:00 BST
  6. Contract starts
    23 May 2025, 00:00 BST
  7. Standstill ends
    29 May 2025, 23:59 BST
  8. Latest notice published350 days ago
    10 Nov 2025, 12:13 GMT

Notice history

6 events · 4 releases on Find a Tender · since 3 Apr 2025
  1. Tender notice published
    3 Apr 2025, 09:23 BST
    UK4
  2. Tender notice published
    3 Apr 2025, 09:26 BST
    UK4
  3. Contract award notice published
    19 May 2025, 10:14 BST
    UK6
  4. Status changed to complete
    19 May 2025, 10:14 BST
  5. Contract signature expected
    2 Jun 2025, 23:59 BST
    scheduled
  6. Contract details notice published
    10 Nov 2025, 12:13 GMT
    UK7
Published amendments (1)

Number of Suppliers limited to 1

Routine re-releases (4)
  • 2025-04: 1 release · 3 Apr 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 11 award · see the list ↓
Bids received 31 from SMEs
Named bidders 3published on the award notice
Contracts signed 1latest 18 Jul 2025
Awarded toValueDateStatus
Agilico Workplace Technology Ltd3 Jun 2025 – 2 Jun 2029£138,000,0007 May 2025Awarded

Contracts

  • Contract 1 · Agilico Workplace Technology Ltd

    Signed
    18 Jul 2025
    Value
    £138,000,000
    Period
    18 Jul 2025 – 31 May 2029
    Status
    active
    3 agreed KPIs: Number of Call Out Visits · Complaints · Number of first-time fixes
    • Number of Call Out Visits, Call out engineer visits should be attended within 4 hours of the issue being raised
    • Complaints, All complaints acknowledged within 2 hours including providing the Customer of the escalation process
    • Number of first-time fixes, Fixes should be deployed at first contact

Bid statistics published by the authority

BidsSMEVCSEValid bid range
3final-stage tenders10—

Who bid

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

2 public bodies on the notice

HEART ACADEMIES TRUST

Contracting authorityPublic authority - sub-central government GB-COH: 06969741 · GB-PPON: PVCR-6312-NPXW Bedford Academy, Bedford, East of England, MK42 9TRContact email

Other public bodies

  • VALUE MATCH SERVICES LTDProcess contact pointProcuring entityManage all procurement processes, financial management, marketing and communication, Customers, Suppliers, Call-Off Contracts and Dynamic Purchasing Systems activity on behalf of HEART and their Public Sector customer baseGB-COH: 08522031GB-PPON: PXYJ-6338-PQDD Chester, North WestContact email

Framework contractors & participating bidders

3 commercial parties on the notice · 1 awarded

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender