Find a Tender
complete
Official procurement procedure
ICT - Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035
Photocopying and offset printing equipment
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: Isle of Wight Council: "ICT - Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
| Contracting Authority | Isle of Wight Council | Scope & Categories | Not published | Submission Window | complete No deadline published |
|---|---|---|---|---|---|
| Submission Gateway | Direct notice route | Legal Basis & Regime | Standard procurement | Estimated Value (exc. VAT) | Not published |
Bidder Intelligence · Authority Profile: Isle of Wight Council
Market Analytics
Derived from OCDS awards & bid statistics
Published history for Isle of Wight Council. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Published-to-award variance
Not availableInsufficient comparable data
Competition Density
1Bids / Report
Supplier ConcentrationNo estimate
Insufficient attributable awardsNo concentration estimate availablePayment Terms
Check noticePublished terms
Coverage: 2 active published awards; 2 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Published-to-award variance compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Procedure terms
Contracting AuthorityIsle of Wight Council | Procedure methodNot published | Procurement categoryNot published |
Statuscomplete | Framework / DPSNot published | CompetitionNot published |
Above thresholdNot published | Legal basisNot published | Tender period startsNot published |
Clarification deadlineNot published | Electronic submissionNot published | Submission languagesNot published |
Published16 Dec 2025, 09:43 GMT | Last source update16 Dec 2025, 09:43 GMT | Recurring procurementNot published |
ClassificationPhotocopying and offset printing equipment | ||
Delivery area | ||
OCIDocds-h6vhtk-045621 | ||
What is being bought
Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035.
Please note the contract is a mixture of both 'Supplies' and 'Services' although 'Supplies' was selected in point (II.1.3).
What changed
From the official release history
- Status changed to complete
16 Dec 2025, 09:43 GMT - Official notice release published
16 Dec 2025, 09:43 GMT - Buyer information updated
16 Dec 2025, 09:43 GMT - Status changed to published status
3 Dec 2025, 15:56 GMT - Official notice release published
3 Dec 2025, 15:56 GMT - Official notice release published
3 Dec 2025, 15:51 GMT - Status changed to complete
30 Apr 2024, 14:29 BST - Official notice release published
30 Apr 2024, 14:29 BST - Buyer information updated
30 Apr 2024, 14:29 BST
Lots and requirements (1)
Published by the contracting authority
- Lot 1 · #1Individual lot title not publishedcancelledPublished valueNot publishedPlease note that the VEAT notice - 2025/S 000-079456 (published 03 December 25 and concluded midnight on 15 December 25) relates also to the previous VEAT notice - 2024/S 000-013904 published on 30 April 2024. The intention is to set out clearly what our position has been and will be until 31 July 2027. The whole life cost set out here includes the values set out in the previous VEAT notice (which itself was a total of £1,089,915.95) The publication of the recent VEAT notice started the standstill period which concluded at midnight on 15 December 2025. The intention is then to arrange contract signing for the start on 01 February 2026.Contract periodNot publishedEligibilityNot publishedOptions / renewalNot published
Timeline
- Procedure published
16 Dec 2025, 09:43 GMT - Award active
Not published · Not published - Contract active
Signed 16 Dec 2025, 00:00 GMT · £1,187,263
Commercial outcome and competition
Awards Ricoh UK Limited Not published · Not published · active |
Contracts ICT - Supply of Multi-Functional Devices and Document Solutions, Digital Duplicators, and Print Room Equipment ref. HSY17035 £1,187,263 · signed 16 Dec 2025, 00:00 GMT · active |
Bid statistics bids: 1 (lot 1) |
Buyer and organisations in this procedure
Isle of Wight Council
Contracting authority GB-FTS-169305Documents (0)
Official links; attachments are not copied
No linked documents are published
Related procedures (0)
No related procedures published
Planning and rationale
Planning budgetNot published |
No-engagement rationaleNot published |
Procedure rationaleThe original call off contract was awarded following a further competition under the Hampshire County Supplies Framework (Ref HSY17035) from July 2017 - 2020. A further 12m extension was taken, 7/21 and until 07/22 the Council continued to lease the machines on a monthly basis. In 7/22 - 4/24, the Council extended the contract under the framework for a further 2 yrs with no new devices. The original contract award notice and subsequent award notice were not published, and so a VEAT was published on 30 /4/24 to address this (ref 2024/S 000-013904).
A further continuation of the call off contract will be put in place from 1/2/26 - 31/7/27. This is for a number of reasons:
The public contract concerns the supply of goods, services, or works by the existing supplier which are intended as an extension to, or partial replacement of, existing goods, services, or works in circumstances where-
(a) A change in supplier would result in the contracting authority receiving goods, services, or works that are different from, or incompatible with, the existing goods, services, or works. Specifically, moving to another provider would incur huge additional costs and require significant resources. The retention of the existing fleet of machines means that the service to IWC employees is retained with no gap & there will be no additional costs to the fleet, nor any onboarding costs or disruption of new machines, training requirements etc. If we were to re-tender at this point, all machines would need to be replaced with an implementation process to consider, additional licensing & configuration costs, re-training and a short timeframe in which to do it. There is a very real risk that there are not enough resources to re-tender at this stage.
Additionally, retention of island-based 3rd party support and maintenance from Sandham Office Services. Retaining Ricoh as our supplier means that the Council will continue to have local support and maintenance as required with no gap in service. If this wasn't in place there would be risks associated with this element of service provision.
(b) The difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance. Staying with the current provider ensures continuity and compatibility, allowing us the necessary time to make a decision on the future of the MFD contract longer term.
This is especially key given the uncertainty around the Local Government Reorganisation (LGR) which won't be known until the end February 2026 at the earliest. The Council is therefore not keen to be tied into a long term contract whilst this is uncertain, which consequently means we know we wouldn't be receiving value for money with a shorter term period. The Council has invested in the 'Follow Me Print' solution which is bespoke to Ricoh. This means that staff can print in any Council location. If we had an alternative provider, this would need to be replaced which would have cost implications but also implications on the training of staff.
This approach also supports the strategy to reduce printing which has an impact on the environment and supports the Council's wider Corporate Plan regarding Climate Change ("every decision we take will not only need to have regard to our climate change strategy but must also have regard to supporting, sustaining, and enhancing our biosphere status. based on existing usage and reports" p6, Corporate Plan). This further applies to not wishing to be in contract for any longer than 18 months so that the Council can review its requirements in view of the LGR, and with a view to reduce the fleet further if we re-tender in 2027.
This relates to the previous VEAT ref 2024/S 000-013904 of 30/4/24. The intention is to set out clearly what our position has been and will be until 31 July 2027.
Whole life cost includes the values set out in the previous VEAT notice-£1,089,915.95.
The Dec 25 VEAT started the standstill which concluded at midnight on 15/12/25. |