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-20-001 Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools
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
Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland
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: £20,300,000
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 Schools
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
This VEAT is to inform the market of the proposal to extend the contract period by 5 months, up to 31st January 2026 and increase the contract award value by 30% (£4,350,000.00) in order to facilitate this.
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:
It would appear that Regulation 72(1)(b) would apply under the circumstances.
The Regulation states:
(b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor—
(i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or
(ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract;
For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place.
Plus (ii) the value of the modification is 30% of the original contract value.
four.1.3) Information about a framework agreement
The procurement involves the establishment of a framework agreement
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: 2020/S 212-520700
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
9 July 2025
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: Yes
five.2.3) Name and address of the contractor/concessionaire
CALVERT OFFICE EQUIPMENT LTD
20 Orby Link
Belfast
BT5 5HU
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
Yes
five.2.3) Name and address of the contractor/concessionaire
QLC SOLUTIONS LTD
Belfast
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
Yes
five.2.3) Name and address of the contractor/concessionaire
XEROX UK LTD
Uxbridge
Country
United Kingdom
NUTS code
- UK - United Kingdom
Internet address
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: £20,300,000
Section six. Complementary information
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