Official UK procurement notice
Wessex Learning Trust - Provision of Multi-functional Devices
Authority: Wessex Learning Trust (Public body)·On behalf of: PHP LAW LLP
What is being bought
Published requirement descriptionThis tender opportunity was issued by Wessex Learning Trust ("the Trust"). The contract will be for the provision of Multi-functional Devices ("the service"). It is the Trust's expectation that the Tenderer shall be responsible for the supply, services and
goods to the Trust and will include Multi-Functional Devices (MFD's) and Print Management Software. The Tenderer will be responsible for the supply of hardware, software, consumables, and replacement parts. The Tenderer will also provide
installation, maintenance, removal, disposal, and training services to the Trust. The contract is to include 4- hour response time, fixed lease and a service maintenance contract of the MFDs.
- 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: Office machinery, equipment and supplies except computers, printers and furniture · Photocopiers · Photocopying and offset printing equipment · Photocopying and thermocopying equipment
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£600,000
- Economic & financial standing
Financial apprasial consisting of a credit check
- Technical & professional ability
Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.
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 (5)
- Proposed Solution: 20%
- Implementation Management: 15%
- Account Support Management & Monitoring: 20%
- Price: 40%
- Sustainability: 5%
Published award criteria (5)
- Proposed Solution
- Implementation Management
- Account Support Management & Monitoring
- Sustainability
- Price
- Economic & financial standing
Financial apprasial consisting of a credit check
- Technical & professional ability
Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.
- 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
- Unspecified in notice
- First published
- 18 Sept 2025, 13:48 BST
- Last source update
- 5 Jan 2026, 16:57 GMT
- Award evaluation window
- Submission end – 1 Dec 2025
- Authority reference
WLT01.03- FTS notice number
2025/S 000-057721- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-059d2dFind a Tender- Contract terms summary
Quarterly invoice payments for the leases and monthly invoicing in arrears for the maintenance contract broken down by school and print volumes
- 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
- 23 Oct 2025, 12:00 BST
- Clarification deadline
- 23 Oct 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
18 Sept 2025 → 14 Jan 2026 · 8 dates- Tender notice published398 days ago18 Sept 2025, 13:48 BST
- Clarification questions by363 days ago23 Oct 2025, 12:00 BST
- Submission deadline363 days ago23 Oct 2025, 12:00 BST
- Award decision expected by324 days ago1 Dec 2025, 23:59 GMT
- Assessment summaries sent290 days ago5 Jan 2026
- Contract starts290 days ago5 Jan 2026
- Latest notice published289 days ago5 Jan 2026, 16:57 GMT
- Standstill ends280 days ago14 Jan 2026, 23:59 GMT
Notice history
5 events · 2 releases on Find a Tender · since 18 Sept 2025- Tender notice published18 Sept 2025, 13:48 BSTUK4
- Contract award notice published5 Jan 2026, 16:57 GMTUK6
- Status changed to complete5 Jan 2026, 16:57 GMT
- Buyer details updated5 Jan 2026, 16:57 GMT
- Contract signature expected30 Jan 2026, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Vision Group (Holdings) LimitedProvision of Multi-functional Devices1 Feb 2026 – 31 Jan 2029 · up to 31 Dec 2031Extensions: Option of a further year extension to enable co-terminus end dates of the maintenance contract with the leases · Options: Where new schools have joined the Trust to enable them to be added into the Contract | £600,000 | 17 Dec 2025standstill to 14 Jan 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4final-stage tenders | 3 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- PHP LAW LLPProcess contact pointProcuring entityProcurement Advisor
Bidders & participating suppliers
1 commercial party on the notice- VISION GROUP (HOLDINGS) LIMITEDAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender