Find a TenderAwarded

Published 22 Dec 2021, 11:40 GMT

Official UK procurement notice

Y20031 - Supply of Multi-Functional Devices and Digital Solutions

Authority: Kent County Council (Local council)·Consortium: 2 public authorities

Framework agreement2 lotsGoodsOpen procedureSME suitable

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)IT Services & Software (72) Delivery: UK

Framework ceiling (notional)£500,000,000total for 2 lots · framework ceiling, not attributable revenue

Submissions closed 17 Feb 2022awarded 13 Apr 2022

Lots 2see the lot list below

What is being bought2 lots · detail below

Published requirement description

KCS Procurement Services, acting for and on behalf of Kent County Council (KCC) Central

Buying Consortium (CBC) and the Commercial Service Group (CSG), a Procurement Buying

Organisation (PBO), wish to create a national, user friendly, time and cost effective

Framework Agreement for the supply of Multi-Functional Devices and Digital Solutions.

The Framework Agreement covers the provision and installation of a full range of MultiFunctional Devices, Digital Solutions and Digital Transformation.

The Framework Agreement will be split into two (2) individual LOTs. These are:

LOT 1 – Leased and Purchased Multi-Functional Devices and Digital Solutions

LOT 2 – Digital Transformation and Associated Services

CPV: Document management services · Hardware integration consultancy services · Office and computing machinery, equipment and supplies except furniture and software packages

How this framework works

From the published notice

Bids received: 10 bids on the busiest of 2 lots · 6 suppliers appointed

Lots and requirements (2)Procurement structure

2 lots · no lot values published · evaluation weights differ by lot

Lot #1Leased and Purchased Multi-Functional Devices and Digital SolutionsAwarded

LOT 1 covers the provision of multi-functional Devices and digital solutions, to include both

A4 and A4/A3 networked and standalone multi-functional Devices, printers, high volume

print room Devices and wide format printers, all with the option of CPC maintenance.

Equipment in this LOT may be procured as a direct purchase or via a Lease agreement. In

addition to the standard Manufacturer’s warranty, maintenance options must be available

for all products.

Digital Solutions requirements can include, but will not be limited to, a range of Equipment,

Software and Services (including on-going maintenance, support and managed print) to help

control, manage and measure the effectiveness of the print environment. This can include

output surveys to establish existing output trends and costs, print job accounting, Device

management, departmental chargeback, confidential printing, job routing based on most

efficient use of Devices, scanning with optical character recognition, greater efficiencies

through the reduction of waste and uncollected jobs, rules-based printing.

Product Range

Product ranges must include provision for the following minimum requirements:

Desktop and floor standing printers
Wide format printers
Multi-functional Devices
High volume Equipment
Mono, colour, A4 and A3 technology with a range of speeds
Various finishing options
Standard network interfaces for print/copy/scan/fax versions (to include java cards as

standard)

Management information Software/user control enabling software

Delivery: UK

Variant bids: not allowed

30000000 Office and computing machinery, equipment and supplies except furniture and software packages

Lot #2Digital Transformation and Associated ServicesAwarded

Digital transformation is the process of using digital technologies to create new, or modify

existing, business processes, culture, and Customer experiences to meet changing

Customer needs and requirements.

We are seeking Suppliers who, in complement to their offering of multi-functional Devices,

can provide digital transformation services to enable Customers to transform and improve

operating processes by way of multiple solutions with the Supplier of their choice. Individual

opportunities will need to be tailored to meet the Customer’s requirement to improve

efficiency, provide an agile and reliable solution that will transform and meet their business

objectives.

This LOT supports both the Supplier and Customer/Member Authority in identifying and

developing strategic relationships, that will provide benefits through the ability to have a

single lead Supplier relationship.

List of Potential Requirements

Indicative requirements include, but are not limited to, the following:

Audio visual solutions
Communication systems
Cloud storage
Document storage, distribution and management
Facilities solutions
High volume print Devices
Hosted services
Hybrid mail
ICT hardware
ICT systems management, support and solutions
Mail management solutions
Multi-functional Devices
Network services
Outsourced print solutions
Print management, consultancy and audit
Scanning and archiving solutions
Software solutions
Wide format Devices

Associated services may extend beyond the scope of the Goods/Services purchased and

may include, but not be limited to;

End user support
Service desk
Installation
Project management
Training
Asset management
Consultancy

Delivery: UK

Variant bids: not allowed

72228000 Hardware integration consultancy services 72512000 Document management services

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

Lots publish different evaluation splits; there is no single procedure weighting.

Lot	Quality	Price	Social value	Split
1 · Leased and Purchased Multi-Functional Devices and Digital Solutions	50%	40%	10%
2 · Digital Transformation and Associated Services	90%	—	10%

What this means for your bid

Price carries 40 points on every lot: a 10% discount moves about 4 points.
“Y20031 - Supply of Multi-Functional Devices and Digital Solutions” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded
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: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: No (one-off requirement)
First published: 22 Dec 2021, 11:40 GMT
Last source update: 13 Apr 2022, 14:46 BST
Award evaluation window: 17 Feb 2022 – …
Authority reference: DN589137
FTS notice number: 2022/S 000-009923
Classification (CPV): Document management servicesHardware integration consultancy servicesOffice and computing machinery, equipment and supplies except furniture and software packages
Delivery area: UK
Official registry OCID: ocds-h6vhtk-03049f Find a Tender

Publisher note: Member Authorities that have expressed interest in accessing the Framework Agreement from the outset are: Hampshire County Council Hertfordshire County Council Kent County Council (via KCS Procurement Services) Other public bodies will have access to this Framework Agreement but may only do so with the agreement of the Contracting Authority. Those organisations who may wish to access this Framework Agreement will be members, Affiliates and associates of the CBC Group, local government authorities, the police service, the fire service, the NHS and NHS trusts, housing associations, third sector organisations, academic centres (including Academies), free Schools, publicly funded organisations and publicly owned private companies, operating within the geographic boundaries of the United Kingdom, Channel Islands, Northern Ireland and Isle of Man. The Framework Agreement will also be open for use by all other local authorities and public sector bodies. Full details of potential Customer’s geographical areas and organisations can be found in the original contract notice and by emailing the [email protected] quoting contract reference Y20031

How it was run

Official notice

Run through: ProContract (Due North) · Who buys & how to bid on ProContract

Supplier login requiredLanguage: EN

Access & registration note: Free · short registration with manual review; public opportunity list

Appointment period ends: 17 Feb 2022, 14:00 GMT
Submission channel: {"electronicSubmission"}
Accepted languages: en
Bid validity: 120 days from the deadline
Bids opened: 17 Feb 2022, 14:05 GMT

Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/Advert/Index ↗

Timeline

17 Feb 2022 → 13 Apr 2022 · 3 dates

Admission / appointment period endsperiod end, not a bid countdown
17 Feb 2022, 14:00 GMT
Bids opened
17 Feb 2022, 14:05 GMT
Notice published
13 Apr 2022, 14:46 BST

Notice history

2 events · 2 releases on Find a Tender · since 13 Apr 2022

Status changed to complete
13 Apr 2022, 14:46 BST
Buyer details updated
13 Apr 2022, 14:46 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Suppliers appointed 6admitted to the panel · see the list ↓

Bids received 102 from SMEs · busiest of 2 lots

Contracts signed 11latest 13 Apr 2022

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

Contracts

Contract 009923-2022-Y20031-1
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-10
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-11
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-2
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-3
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-4
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-5
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-6
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-7
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-8
Signed
13 Apr 2022
Value
—
Status
active
Contract 009923-2022-Y20031-9
Signed
13 Apr 2022
Value
—
Status
active

Bid statistics published by the authority

Lot	Bids	SME	VCSE	Valid bid range
1 · Leased and Purchased Multi-Functional Devices and Digital Solutions	10bids · 10 electronic	2	—	£0 – £300,000,000
2 · Digital Transformation and Associated Services	10bids · 10 electronic	2	—	£0 – £200,000,000
Whole notice	—	—	—	£0 – £500,000,000

Contracting authority & participating public bodies

2 public bodies on the notice

Kent County Council (t/a KCS Procurement Services)

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Head Office, 1 Abbey Wood Group, Kings Hill, West Malling, UK, ME19 4YTContact name, email, phone

Consortium members and other public bodies

Kent County Council (trading as KCS Procurement Services)Contracting authorityCentral purchasing bodyRegional or local authorityGeneral public services West Malling, UKContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

Commercial Services Kent LtdReview body West MallingContact email

Framework contractors & participating bidders

7 commercial parties on the notice

Apogee Corporation LtdFramework contractor Nimbus House, Liphook Way 20/20 Business Park, Maidstone, UK, ME16 0FZ
Kyocera Document Systems (UK) LtdFramework contractor Eldon Court 75-77 London Road, Reading, UK, RG1 5BS
Kyocera Document Systems (UK) LtdFramework contractor Eldon Court 75-77 London Road, Reading, UK, Rg1 5BS
Ricoh UK LtdFramework contractor 800 Pavilion Drive  Northampton Business Park, Northampton, UK, NN4 7YL
Sharp Business Systems UK PlcFramework contractor Northern House,    Moor Knoll Lane,, East Ardsley,, UK, WF3 2EE
Specialist Computer Centres (SCC) PlcFramework contractor James House Warwick Road, Tyseley, UK, B11 2LE
The DMS Digital GroupFramework contractor Belmont House     Deakins Business Park, Bolton, UK, BL7 9RP

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.