ICT-20-001 Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

Authority: the Education Authority (Central government)

Framework agreementGoodsAward procedure without prior publication of a call for competition

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30) Delivery: Northern Ireland (UKN)

Framework ceiling (notional)Value not publishedframework ceiling, not attributable revenue

Awarded 22 Jul 2025no call for competition

What is being bought

Published requirement description

Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland

CPV: Office and computing machinery, equipment and supplies except furniture and software packages

The lotProcurement structure

single lot · no lot value published

Lot #1Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

Delivery: Northern Ireland

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Award procedure without prior publication of a call for competition
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded without competition
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Framework agreement
Who may use this agreement: Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type: Direct award (no call for competition)
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 9 Jul 2025, 12:45 BST
Last source update: 23 Jul 2025, 10:54 BST
FTS notice number: 2025/S 000-042284
Classification (CPV): Office and computing machinery, equipment and supplies except furniture and software packages
Delivery area: Northern Ireland (UKN)
Official registry OCID: ocds-h6vhtk-055bf1 Find a Tender

Why no open competition: The procurement falls outside the scope of application of the directive
Published justification: It would appear that Regulation 72(1)(b) would apply under the circumstances.
The Regulation states:
(b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor—
(i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or
(ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract;
For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place.
Plus (ii) the value of the modification is 30% of the original contract value.

Publisher note: This modification is to extend the contract period by 5 months, up to 31st January 2026 and increase the contract award value by 30% (£4,350,000.00) in order to facilitate this.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Suppliers appointed 3admitted to the panel · see the list ↓

Contracts signed 2latest 22 Jul 2025

2 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 2 of these contracts carry the same published figure, £20,300,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

Contract 042284-2025-ICT-20-001-1
Signed
22 Jul 2025
Value
ceiling above
Status
active
- Change Contract previously modified with new end date of 31st August 2025 and value of £15,950,000.00. Contract term now modified to end date of 31st January 2026 and value increased by 30% to £20,300,000.00., Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: It would appear that Regulation 72(1)(b) would apply under the circumstances. The Regulation states: (b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor— (i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or (ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract; For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place. Plus (ii) the value of the modification is 30% of the original contract value. A Pre Market Engagement Notice for the procurement of a new framework has been published and can be accessed via the following link: https://etendersni.gov.uk/epps/cft/prepareViewCfTWS.do?resourceId=6034936
Contract 038569-2025-1
Signed
9 Jul 2025
Value
ceiling above
Status
active

Contracting authority & participating public bodies

the Education Authority

Contracting authorityCentral GovernmentBody governed by public lawEducation 40 Academy Street, Belfast, UK, BT1 2NQContact email

Dispute resolution & review bodies

The UK does not currently have any such bodies with responsibilities for appeal/mediation proceduresReview body Belfast

Framework contractors & participating bidders

5 commercial parties on the notice

CALVERT OFFICE EQUIPMENT LTDFramework contractor 20 Orby Link, Belfast, Northern Ireland, BT5 5HUContact email
CALVERT OFFICE EQUIPMENT LTDFramework contractor Belfast, Northern IrelandContact email
CALVERT OFFICE EQUIPMENT LTDFramework contractor 69, Belfast, Northern Ireland, BT17 0PTContact email
QLC SOLUTIONS LTDFramework contractor Belfast, Northern IrelandContact email
XEROX UK LTDFramework contractor Uxbridge, UKContact email

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.