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
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.2) Description
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
two.2.4) Description of the procurement at the time of conclusion of the contract:
Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
48
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 four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2025/S 000-038569
Section five. Award of contract/concession
Contract No
ICT-20-001
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
22 July 2025
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: Yes
five.2.3) Name and address of the contractor/concessionaire
CALVERT OFFICE EQUIPMENT 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
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 the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £14,500,000
Section six. Complementary information
six.3) Additional information
This modification is 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.
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
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
seven.1.3) Place of performance
NUTS code
- UKN - Northern Ireland
seven.1.4) Description of the procurement:
Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
48
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£14,500,000
seven.1.7) Name and address of the contractor/concessionaire
CALVERT OFFICE EQUIPMENT LTD
69
Belfast
BT17 0PT
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
Yes
seven.1.7) 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
seven.1.7) 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
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):
Contract previously modified with new end date of 31st August 2025 and value of £15,950,000.00.
Contract term now modified to end date of 31st January 2026 and value increased by 30% to £20,300,000.00.
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:
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.
A Pre Market Engagement Notice for the procurement of a new framework has been published and can be accessed via the following link:
https://etendersni.gov.uk/epps/cft/prepareViewCfTWS.do?resourceId=6034936
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: £15,950,000
Total contract value after the modifications
Value excluding VAT: £20,300,000