Scope
Reference
ET01.14
Description
This tender opportunity was issued by Equals Trust. The Contractor must offer an MFD solution that meets the quantity and device specification set by the Trust. The plan is
to let the leases in phases for when the current contracts terminate, with co-terminating the lease end dates with the end of the 5-year maintenance agreement.
Key contract aims:
a. a. have relevant experience of supporting a primary school trust with an agile personalised approach.
b. ensure all management and engineers have the personable
skills and expertise to work within education, including appropriate safeguarding training and enhanced DBS checks for on-site staff.
c. provide the Trust with a 'Letter of Assurance' which states that all staff who visit any of the Trust school sites have been recruited in accordance with 'Keeping children safe in education', with an enhanced DBS check in place. The Supplier will inform the client of all new starter's names and DBS clearance numbers and leavers as they occur.
d. provide a nominated account manager
who can work in partnership with the Trust, who has the ability to instantly track all jobs and assess issues, combined with a clear escalation process.
e. support the schools with maintenance issues, committing to a 4-hour SLA of being able to provide an engineer on site if the issue cannot be resolved remotely.
f. implement a continuous improvement plan whereby the Contractor continuously monitors re-occurring faults and advises the Trust of areas of opportunity for service improvements, sustainability initiatives or cost savings.
g. provide a cost-effective solution to card release printing and data collection.
h. be responsible for sourcing and supplying all relevant materials and resources which are required to deliver this requirement.
i. provide sustainability initiatives and support.
j. be fully conversant with all relevant legislation, including Health and Safety, and always adhere to this.
k. ensure that waste will be correctly sorted or disposed of or recycled, if possible.
Contract 1. Provision of Multi-functional Devices
Supplier
Contract value
- £750,000 excluding VAT
- £900,000 including VAT
Above the relevant threshold
Award decision date
19 January 2026
Date assessment summaries were sent to tenderers
22 January 2026
Standstill period
- End: 2 February 2026
- 8 working days
Earliest date the contract will be signed
3 February 2026
Contract dates (estimated)
- 9 February 2026 to 8 February 2031
- Possible extension to 8 February 2032
- 6 years
Description of possible extension:
Option of a further year extension to enable co-terminus end dates of the maintenance contract with the leases
Main procurement category
Goods
Additional procurement category
Services
Options
The right to additional purchases while the contract is valid.
To add any additional schools which join the Trust to the contract.
CPV classifications
- 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
Contract locations
- UKF - East Midlands (England)
Information about tenders
- 5 tenders received
- 5 tenders assessed in the final stage:
- 5 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 4 suppliers unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Open procedure
Supplier
DESK TOP PUBLISHING MICRO SYSTEMS LIMITED
- Companies House: 02711141
- Public Procurement Organisation Number: PWVL-3442-QJLV
DTP House Unit 3 Velocity Point
Leeds
LS12 2EN
United Kingdom
Email: tenders@dtpgroup.co.uk
Website: https://dtpgroup.co.uk/
Region: UKE42 - Leeds
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Provision of Multi-functional Devices
Contracting authority
EQUALS TRUST
- Companies House: 10279606
- Public Procurement Organisation Number: PPCP-6759-YCGX
Keyworth Primary And Nursery School Nottingham Road
Nottingham
NG12 5FB
United Kingdom
Email: officeeqt@equalstrust.org
Region: UKF16 - South Nottinghamshire
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP LAW LLP
Summary of their role in this procurement: Procurement Advisor
- Companies House: OC429243
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre
Totnes
TQ9 5RW
United Kingdom
Email: josie.medforth@phplaw.co.uk
Website: http://www.phplaw.co.uk
Region: UKK43 - Devon CC