Future opportunity

Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services

  • The Minister for the Cabinet Office acting through Crown Commercial Service

F01: Prior information notice (prior information only)

Notice reference: 2023/S 000-033968

Published 16 November 2023, 3:20pm

Section one: Contracting authority

one.1) Name and addresses

The Minister for the Cabinet Office acting through Crown Commercial Service

9th Floor, The Capital, Old Hall Street

Liverpool

L3 9PP

Email

supplier@crowncommercial.gov.uk

Telephone

+44 3150103503

Country

United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)

Main address

https://www.gov.uk/ccs

one.2) Information about joint procurement

The contract is awarded by a central purchasing body

one.3) Communication

Additional information can be obtained from the above-mentioned address

one.4) Type of the contracting authority

Ministry or any other national or federal authority

one.5) Main activity

Other activity

Public Procurement

Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services

Reference number

RM6361

two.1.2) Main CPV code

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture

two.1.3) Type of contract

Supplies

two.1.4) Short description

Crown Commercial Service (CCS) as the Authority intends to put in place a Pan Government Collaborative Agreement for the provision of Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services to be utilised by Central Government Departments and all other UK Public Sector Bodies, including Local Authorities, Health, Police, Fire and Rescue, Education establishments (including schools, colleges and other educational establishments), Charities and third sector and Devolved Administrations. It is intended that this commercial agreement will be the recommended vehicle for all Multifunctional Devices (MFDs), Print, Digital and Cloud Software Services required by UK Central Government Departments.

CCS will be partnering with YPO and ESPO to put this agreement in place.

The lotting structure of this framework is indicative at this time and will be finalised as a result of the market engagement.

The duration of the Framework Agreement if four (4) years with the option to enable customer to let a call-off agreement that may extend beyond the life of the Framework Agreement.

Further information regarding supplier engagement is included in the Additional Information section VI.3.

two.1.5) Estimated total value

Value excluding VAT: £800,000,000

two.1.6) Information about lots

This contract is divided into lots: Yes

two.2) Description

two.2.1) Title

Multifunctional Print Devices (MFDs) and Basic Print Management Software

Lot No

1

two.2.2) Additional CPV code(s)

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
  • 30120000 - Photocopying and offset printing equipment
  • 30121000 - Photocopying and thermocopying equipment
  • 30121100 - Photocopiers
  • 30121200 - Photocopying equipment
  • 30121300 - Reproduction equipment
  • 30123000 - Office and business machines
  • 30125000 - Parts and accessories of photocopying apparatus
  • 30174000 - Label making machines
  • 30192400 - Reprographic supplies
  • 30232100 - Printers and plotters
  • 30232130 - Colour graphics printers
  • 48000000 - Software package and information systems
  • 48311000 - Document management software package
  • 48311100 - Document management system
  • 48613000 - Electronic data management (EDM)
  • 48773000 - Print utility software package
  • 48773100 - Print-spooling software package
  • 48780000 - System, storage and content management software package
  • 48783000 - Content management software package
  • 48800000 - Information systems and servers
  • 48810000 - Information systems
  • 48820000 - Servers
  • 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
  • 50310000 - Maintenance and repair of office machinery
  • 50313000 - Maintenance and repair of reprographic machinery
  • 50313100 - Photocopier repair services
  • 50313200 - Photocopier maintenance services
  • 72212311 - Document management software development services
  • 72212772 - Print utility software development services
  • 72212780 - System, storage and content management software development services
  • 72212782 - Storage management software development services
  • 72220000 - Systems and technical consultancy services
  • 72221000 - Business analysis consultancy services
  • 72222100 - Information systems or technology strategic review services
  • 72222200 - Information systems or technology planning services
  • 72222300 - Information technology services
  • 72223000 - Information technology requirements review services
  • 72228000 - Hardware integration consultancy services
  • 72512000 - Document management services
  • 72513000 - Office automation services
  • 79212000 - Auditing services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79311200 - Survey conduction services
  • 79400000 - Business and management consultancy and related services
  • 79410000 - Business and management consultancy services
  • 79520000 - Reprographic services
  • 79521000 - Photocopying services
  • 79800000 - Printing and related services
  • 79810000 - Printing services
  • 79811000 - Digital printing services
  • 79820000 - Services related to printing
  • 79821000 - Print finishing services
  • 79995000 - Library management services
  • 79995100 - Archiving services
  • 79999100 - Scanning services

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom

two.2.4) Description of the procurement

Multifunctional Devices, Entry Level Print Management Software (including consumables)

two.2) Description

two.2.1) Title

Multifunctional Print Devices (MFDs) Print Management, Digital Workflow Software

Lot No

2

two.2.2) Additional CPV code(s)

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
  • 30120000 - Photocopying and offset printing equipment
  • 30121000 - Photocopying and thermocopying equipment
  • 30121100 - Photocopiers
  • 30121200 - Photocopying equipment
  • 30121300 - Reproduction equipment
  • 30123000 - Office and business machines
  • 30125000 - Parts and accessories of photocopying apparatus
  • 30174000 - Label making machines
  • 30192400 - Reprographic supplies
  • 30232100 - Printers and plotters
  • 30232130 - Colour graphics printers
  • 48000000 - Software package and information systems
  • 48311000 - Document management software package
  • 48311100 - Document management system
  • 48613000 - Electronic data management (EDM)
  • 48773000 - Print utility software package
  • 48773100 - Print-spooling software package
  • 48780000 - System, storage and content management software package
  • 48783000 - Content management software package
  • 48800000 - Information systems and servers
  • 48810000 - Information systems
  • 48820000 - Servers
  • 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
  • 50310000 - Maintenance and repair of office machinery
  • 50313000 - Maintenance and repair of reprographic machinery
  • 50313100 - Photocopier repair services
  • 50313200 - Photocopier maintenance services
  • 72212311 - Document management software development services
  • 72212772 - Print utility software development services
  • 72212780 - System, storage and content management software development services
  • 72212782 - Storage management software development services
  • 72220000 - Systems and technical consultancy services
  • 72221000 - Business analysis consultancy services
  • 72222100 - Information systems or technology strategic review services
  • 72222200 - Information systems or technology planning services
  • 72222300 - Information technology services
  • 72223000 - Information technology requirements review services
  • 72228000 - Hardware integration consultancy services
  • 72512000 - Document management services
  • 72513000 - Office automation services
  • 79212000 - Auditing services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79311200 - Survey conduction services
  • 79400000 - Business and management consultancy and related services
  • 79410000 - Business and management consultancy services
  • 79520000 - Reprographic services
  • 79521000 - Photocopying services
  • 79800000 - Printing and related services
  • 79810000 - Printing services
  • 79811000 - Digital printing services
  • 79820000 - Services related to printing
  • 79821000 - Print finishing services
  • 79995000 - Library management services
  • 79995100 - Archiving services
  • 79999100 - Scanning services

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom

two.2.4) Description of the procurement

Extended catalogue of Multifunctional Devices, Print Management and Software Services (including consumables)

two.2) Description

two.2.1) Title

MFDs, Print Management and/or Digital Workflow under Managed Service Provision

Lot No

3

two.2.2) Additional CPV code(s)

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
  • 30120000 - Photocopying and offset printing equipment
  • 30121000 - Photocopying and thermocopying equipment
  • 30121100 - Photocopiers
  • 30121200 - Photocopying equipment
  • 30121300 - Reproduction equipment
  • 30123000 - Office and business machines
  • 30125000 - Parts and accessories of photocopying apparatus
  • 30174000 - Label making machines
  • 30192400 - Reprographic supplies
  • 30232100 - Printers and plotters
  • 30232130 - Colour graphics printers
  • 48000000 - Software package and information systems
  • 48311000 - Document management software package
  • 48311100 - Document management system
  • 48613000 - Electronic data management (EDM)
  • 48773000 - Print utility software package
  • 48773100 - Print-spooling software package
  • 48780000 - System, storage and content management software package
  • 48783000 - Content management software package
  • 48800000 - Information systems and servers
  • 48810000 - Information systems
  • 48820000 - Servers
  • 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
  • 50310000 - Maintenance and repair of office machinery
  • 50313000 - Maintenance and repair of reprographic machinery
  • 50313100 - Photocopier repair services
  • 50313200 - Photocopier maintenance services
  • 72212311 - Document management software development services
  • 72212772 - Print utility software development services
  • 72212780 - System, storage and content management software development services
  • 72212782 - Storage management software development services
  • 72220000 - Systems and technical consultancy services
  • 72221000 - Business analysis consultancy services
  • 72222100 - Information systems or technology strategic review services
  • 72222200 - Information systems or technology planning services
  • 72222300 - Information technology services
  • 72223000 - Information technology requirements review services
  • 72228000 - Hardware integration consultancy services
  • 72512000 - Document management services
  • 72513000 - Office automation services
  • 79212000 - Auditing services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79311200 - Survey conduction services
  • 79400000 - Business and management consultancy and related services
  • 79410000 - Business and management consultancy services
  • 79520000 - Reprographic services
  • 79521000 - Photocopying services
  • 79800000 - Printing and related services
  • 79810000 - Printing services
  • 79811000 - Digital printing services
  • 79820000 - Services related to printing
  • 79821000 - Print finishing services
  • 79995000 - Library management services
  • 79995100 - Archiving services
  • 79999100 - Scanning services

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom

two.2.4) Description of the procurement

Managed Print, Audit and Consultancy services (including consumables)

two.2) Description

two.2.1) Title

GovPrint Service including Interoperability

Lot No

4

two.2.2) Additional CPV code(s)

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
  • 30120000 - Photocopying and offset printing equipment
  • 30121000 - Photocopying and thermocopying equipment
  • 30121100 - Photocopiers
  • 30121200 - Photocopying equipment
  • 30121300 - Reproduction equipment
  • 30123000 - Office and business machines
  • 30125000 - Parts and accessories of photocopying apparatus
  • 30174000 - Label making machines
  • 30192400 - Reprographic supplies
  • 30232100 - Printers and plotters
  • 30232130 - Colour graphics printers
  • 48000000 - Software package and information systems
  • 48311000 - Document management software package
  • 48311100 - Document management system
  • 48613000 - Electronic data management (EDM)
  • 48773000 - Print utility software package
  • 48773100 - Print-spooling software package
  • 48780000 - System, storage and content management software package
  • 48783000 - Content management software package
  • 48800000 - Information systems and servers
  • 48810000 - Information systems
  • 48820000 - Servers
  • 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
  • 50310000 - Maintenance and repair of office machinery
  • 50313000 - Maintenance and repair of reprographic machinery
  • 50313100 - Photocopier repair services
  • 50313200 - Photocopier maintenance services
  • 72212311 - Document management software development services
  • 72212772 - Print utility software development services
  • 72212780 - System, storage and content management software development services
  • 72212782 - Storage management software development services
  • 72220000 - Systems and technical consultancy services
  • 72221000 - Business analysis consultancy services
  • 72222100 - Information systems or technology strategic review services
  • 72222200 - Information systems or technology planning services
  • 72222300 - Information technology services
  • 72223000 - Information technology requirements review services
  • 72228000 - Hardware integration consultancy services
  • 72512000 - Document management services
  • 72513000 - Office automation services
  • 79212000 - Auditing services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79311200 - Survey conduction services
  • 79400000 - Business and management consultancy and related services
  • 79410000 - Business and management consultancy services
  • 79520000 - Reprographic services
  • 79521000 - Photocopying services
  • 79800000 - Printing and related services
  • 79810000 - Printing services
  • 79811000 - Digital printing services
  • 79820000 - Services related to printing
  • 79821000 - Print finishing services
  • 79995000 - Library management services
  • 79995100 - Archiving services
  • 79999100 - Scanning services

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom

two.2.4) Description of the procurement

GovPrint a shared cloud based managed print service

two.2) Description

two.2.1) Title

Print Consultancy Services

Lot No

5

two.2.2) Additional CPV code(s)

  • 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
  • 30120000 - Photocopying and offset printing equipment
  • 30121000 - Photocopying and thermocopying equipment
  • 30121100 - Photocopiers
  • 30121200 - Photocopying equipment
  • 30121300 - Reproduction equipment
  • 30123000 - Office and business machines
  • 30125000 - Parts and accessories of photocopying apparatus
  • 30174000 - Label making machines
  • 30192400 - Reprographic supplies
  • 30232100 - Printers and plotters
  • 30232130 - Colour graphics printers
  • 48000000 - Software package and information systems
  • 48311000 - Document management software package
  • 48311100 - Document management system
  • 48613000 - Electronic data management (EDM)
  • 48773000 - Print utility software package
  • 48773100 - Print-spooling software package
  • 48780000 - System, storage and content management software package
  • 48783000 - Content management software package
  • 48800000 - Information systems and servers
  • 48810000 - Information systems
  • 48820000 - Servers
  • 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
  • 50310000 - Maintenance and repair of office machinery
  • 50313000 - Maintenance and repair of reprographic machinery
  • 50313100 - Photocopier repair services
  • 50313200 - Photocopier maintenance services
  • 72212311 - Document management software development services
  • 72212772 - Print utility software development services
  • 72212780 - System, storage and content management software development services
  • 72212782 - Storage management software development services
  • 72220000 - Systems and technical consultancy services
  • 72221000 - Business analysis consultancy services
  • 72222100 - Information systems or technology strategic review services
  • 72222200 - Information systems or technology planning services
  • 72222300 - Information technology services
  • 72223000 - Information technology requirements review services
  • 72228000 - Hardware integration consultancy services
  • 72512000 - Document management services
  • 72513000 - Office automation services
  • 79212000 - Auditing services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79311200 - Survey conduction services
  • 79400000 - Business and management consultancy and related services
  • 79410000 - Business and management consultancy services
  • 79520000 - Reprographic services
  • 79521000 - Photocopying services
  • 79800000 - Printing and related services
  • 79810000 - Printing services
  • 79811000 - Digital printing services
  • 79820000 - Services related to printing
  • 79821000 - Print finishing services
  • 79995000 - Library management services
  • 79995100 - Archiving services
  • 79999100 - Scanning services

two.2.3) Place of performance

NUTS codes
  • UK - United Kingdom

two.2.4) Description of the procurement

Auditing and consultancy services

two.3) Estimated date of publication of contract notice

16 November 2023

Section four. Procedure

four.1) Description

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

Section six. Complementary information

six.3) Additional information

This Prior Information Notice is to signal an intention to commence market engagement with those within the Multifunctional device (MFD) market.

Please refer to the attachments area of the contracts finder PIN notice for the full details on the market engagement for procurement

Contracts Finder Link

https://www.contractsfinder.service.gov.uk/Notice/4fdc2474-1f78-420b-8db7-9be6340ecb7b

Please also note that a new PIN will be issued shortly with the link to the Upcoming Deals on the CCS website.

Crown Commercial Service (CCS) will use an eSourcing system for this competition and reserves the right to use an electronic auction. The eSourcing system we will use is https://crowncommercialservice.bravosolution.co.uk.

Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so.

The value in II.1.5 is an indicative value over 4 years.

The date in II.3) is the estimated date of publication. CCS will publish an update PIN shortly providing access to the CCS website page listing upcoming deals and updates and monitor Find A Tender Service for the publication of the contract notice.

The Cyber Essentials scheme is mandatory for Central Government Contracts which involve handling personal information and providing certain ICT products and services. The Government is taking steps to further reduce the levels of cyber security risk in its supply chain through the Cyber Essentials scheme. The scheme defines a set of controls which, when properly implemented, will provide organisations with basic protection from the most prevalent forms of threat coming from the internet.

To participate in this procurement, bidders will be required to demonstrate that they are Cyber Essentials certified for the services under and in connection with the procurement.

Please note that the Carbon Net Zero Team cannot advise on CRP compliance to bidders in a live procurement. For further guidance on ‘producing your carbon reduction plan’ please follow this link: https://www.eventbrite.co.uk/e/ppn-0621-carbon-reduction-plan-creation-and-training-tickets-224041864247