Section one: Contracting authority/entity
one.1) Name and addresses
Crown Prosecution Service
102 Petty France
London
SW1H 9EA
CommercialHardwareCategory@cps.gov.uk
Telephone
+44 2077176000
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
The procurement for the Provision of Print Services
Reference number
PR 2019 100
two.1.2) Main CPV code
- 79521000 - Photocopying services
two.1.3) Type of contract
Services
two.2) Description
two.2.1) Title
Provision of Print Services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
CPS Estate
two.2.4) Description of the procurement at the time of conclusion of the contract:
Requirement for Multi-Function Devices (MFDs) and Bulk Printing & Scanning services for the CPS (Crown Prosecution Service). Key objectives include delivering high-quality print services with reliable devices, ensuring staff have the right tools, and providing consistent services across CPS locations. Proactive monitoring for maintenance and continuous improvement is essential, as well as flexibility and ease of support.
Key needs include:
Secure and efficient bulk printing and scanning, especially for jury bundles.
High-quality printing for key evidence, including colour and black & white printers at CPS sites and Crown Courts.
Scanning technology to support business processes.
Desktop printers for special circumstances or IT Accessibility (ITA) users.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
14 April 2021
End date
31 March 2026
In the case of framework agreements, provide justification for any duration exceeding 4 years
3+1+1 to ensure Value For Money
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section five. Award of contract/concession
Contract No
PR 2019 100
Title
Provision of Print Services
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
14 January 2025
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Konica Minolta Business Solutions (UK) Limited
Konica House, Miles Gray Road
Basildon
SS14 3AR
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £5,570,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Crown Prosecution Service
102 Petty France
London
SW1H 9EA
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
The Commercial Team, Crown Prosecution Service
102 Petty France
London
SW1H 9EA
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 79521000 - Photocopying services
seven.1.3) Place of performance
NUTS code
- UK - United Kingdom
Main site or place of performance
CPS Estate
seven.1.4) Description of the procurement:
Requirement for Multi-Function Devices (MFDs) and Bulk Printing & Scanning services for the CPS (Crown Prosecution Service). Key objectives include delivering high-quality print services with reliable devices, ensuring staff have the right tools, and providing consistent services across CPS locations. Proactive monitoring for maintenance and continuous improvement is essential, as well as flexibility and ease of support.
Key needs include:
Secure and efficient bulk printing and scanning, especially for jury bundles.
High-quality printing for key evidence, including colour and black & white printers at CPS sites and Crown Courts.
Scanning technology to support business processes.
Desktop printers for special circumstances or IT Accessibility (ITA) users.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
1 April 2026
End date
31 March 2027
In the case of framework agreements, provide justification for any duration exceeding 4 years:
3+1+1 to ensure Value for Money
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£5,570,000
seven.1.7) Name and address of the contractor/concessionaire
Konica Minolta Business Solutions (UK) Limited
Konica House, Miles Gray Road
Basildon
SS14 3AR
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
This contract began on 14 April 2021, with an initial expiry date of 31 March 2024. The contract can be extended until 31 March 2026, and the contracting authority intends to exercise this option.
The requirements of the contracting authority in this area are, as a result of potential changes in our approach to digital jury bundles, developing rapidly. As a result, it is unlikely that a comprehensive procurement can be launched in time to introduce a replacement supplier by the extended expiry date of 31 March 2026. Instead, it is intended that procurement of a replacement supplier will be launched early in 2026, with a new supplier in place by April 2027. An extension of 12 months beyond the extended expiry date will therefore be entered into.
The contracting authority considers that this extension does not meet any of the conditions set out in Regulation 72(8) of the Public Contracts Regulations 2015 and, in particular, does not believe that it is a “considerable” extension for the purposes of Regulation 72(8)(d). Therefore, it does not constitute a “substantial modification” for the purposes of Regulation 72(8), and is a modification permitted without a new procurement exercise.
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
The modification is being introduced in order that the procurement of a replacement supplier can be completed before the contract expires.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £2,440,287.88
Total contract value after the modifications
Value excluding VAT: £8,010,287.88