Section one: Contracting authority/entity
one.1) Name and addresses
the Education Authority
40 Academy Street
Belfast
BT1 2NQ
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
https://etendersni.gov.uk/epps
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
ICT-20-007 Supply and Maintenance of Multi Functional Devices and Photocopiers for EA Offices
two.1.2) Main CPV code
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
two.1.3) Type of contract
Supplies
two.1.4) Short description
Purchase, Rental and Copy Charges for the Multi-Functional Devices and Photocopiers in EA Offices
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £18,750,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement
Supply and Maintenance of Multi Functional Devices and Photocopiers for EA Offices
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Extension of the contract period for a further 12 months (up to 31 August 2025).
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Reg 72 (1)(e)
Not substantial regarding extension of the Term by an additional 1 year.
The current contract expires on 31/08/2024. EA ICT before going out to procure a new contract need to undertake a review of the print estate i.e. how many MFD’s currently, types, locations, usage, print volumes. This review is essential as with the introduction of agile and hybrid working the print requirements have changed. It is estimated that this review will take a number of months to complete, and this will then be factored into a new procurement which itself will take an estimated 3 months to complete and award. The year extension will provide sufficient time to conclude all of this and allow some time for any transition connected with a new contract.
It would appear that Regulation 72(1)(e) would apply under the circumstances.
The Regulation states: “(e)where the modifications, irrespective of their value, are not substantial within the meaning of paragraph (8)”
Paragraph 8 states:
(8) A modification of a contract or a framework agreement during its term shall be considered substantial for the purposes of paragraph (1)(e) where one or more of the following conditions is met:—
(a)the modification renders the contract or the framework agreement materially different in character from the one initially concluded;
(b)the modification introduces conditions which, had they been part of the initial procurement procedure, would have—
(i)allowed for the admission of other candidates than those initially selected,
(ii)allowed for the acceptance of a tender other than that originally accepted, or
(iii)attracted additional participants in the procurement procedure;
(c)the modification changes the economic balance of the contract or the framework agreement in favour of the contractor in a manner which was not provided for in the initial contract or framework agreement;
(d)the modification extends the scope of the contract or framework agreement considerably;
(e)a new contractor replaces the one to which the contracting authority had initially awarded the contract in cases other than those provided for in paragraph (1)(d).
For this particular modification, none of the conditions of paragraph 8 would be met and as a result this modification could be defined as “not substantial”
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2016/S 151-274459
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
30 August 2024
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Kyocera Document SolutionsUK Limited
Reading
Country
United Kingdom
NUTS code
- UK - United Kingdom
Internet address
https://www.kyoceradocumentsolutions.co.uk/
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £18,750,000
Section six. Complementary information
six.3) Additional information
Extension of the contract period for a further 12 months (up to 31 August 2025).
six.4) Procedures for review
six.4.1) Review body
The UK does not currently have any such bodies with responsibilities for appeal/mediation procedures
Belfast
Country
United Kingdom