Section one: Contracting authority
one.1) Name and addresses
The Mayor and Commonalty and Citizens of the City of London
Po Box 270, Guildhall
London
EC2P 2EJ
mitchell.walker@cityoflondon.gov.uk
Telephone
+44 2076063030
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
https://www.cityoflondon.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Multifunctional Devices (MFDs) and Managed Print Services - Lot 1
Reference number
prj_28 or itt_23, itt_24
two.1.2) Main CPV code
- 79810000 - Printing services
two.1.3) Type of contract
Services
two.1.4) Short description
Lot 1 –
The City of London Corporation (the City) has appointed a supplier for the provision of a Multifunctional Devices (MFDs) and Managed Print Service provider. The primary aim of this contract is to provide the Corporation and associated departments with a Managed Print Service that builds upon the existing service. We are partnering to initially provide a like-for-like replacement of services, and then work with us to put in place a print strategy in order to optimise the service, including reducing usage and machines. The partner will scrutinise services, recommend best practice, and deliver a more efficient print operation that includes changing behaviour across the organisation.
Lot 2 – Print Room Services
The City of London Corporation (the City) has appointed a supplier for the provision of a Multifunctional Devices (MFDs) and Managed Print Service provider for the Print Room, at the Guildhall, London, EC2P 2EJ. The primary aim of this contract is to provide the Printing department (Print Room), 5th floor West Wing, Guildhall, City of London Corporation, a Multifunctional Device service provision.
The role and main function of this department mainly consists of printing perfect bound committee agendas for the Town Clark’s department’s committee team.
Other functions include:
- Printing Payslips for the Chamberlains department of the City of London Corporation.
- Various types of print for the Election of Lord Mayor and Admission of Sheriffs ceremonies, for example: Booklets, Flyers, Cards, Ballots and Passes.
- Other print jobs upon request from other Departments across the Corporation, such as: Menu Cards for the Cook & Butler’s Kitchen, wire-bound booklets and posters (up to SRA3 size).
Lot 1 contract value, over 7 years (5+2): £2,096,442.18+VAT.
Lot 2 contract value over 7 years (5+2): £202,433.79+VAT.
two.1.6) Information about lots
This contract is divided into lots: Yes
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £2,298,875.97
two.2) Description
two.2.1) Title
Multifunctional Devices (MFDs) and Managed Print Services
Lot No
1
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Guildhall, London
two.2.4) Description of the procurement
Lot 1 - Multifunctional Devices (MFDs) and Managed Print Services:
The Digital Information & Technology Services (DITS) Team have appointed a managed print provider. The Corporation’s current Managed Print service contract ends in March 2026. This contract covers City of London Corporation, City of London Police, Barbican, Libraries (including public printing), Schools and Print room with a print fleet of 540 devices deployed at around 34 post codes. The print volumes in many areas in the Corporation have reduced post pandemic while some have returned to pre-pandemic levels. The Project’s objective is to procure a new Multifunctional Devices (MFDs) and Managed Print Services contract to replace the current contract.
The initial duration of the contract is 5 years, subject to the right of the City (at its sole discretion) to exercise its right to extend the term of the contract for up to 2 years in line with the published Terms and Conditions. Therefore, the total potential duration of the contract, including extensions, is 7 years.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 60
Cost criterion - Name: Commercial / Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The duration of the contract is 60 months (5 years), subject to the right of the City (at its sole discretion) to exercise its right to extend the Contract for a further 24 months (2 years). The maximum length of the contract is therefore 84 months (7 years).
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) Description
two.2.1) Title
Multifunctional Devices (MFDs) and Managed Print Services - Print Room Services
Lot No
2
two.2.2) Additional CPV code(s)
- 79810000 - Printing services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Guildhall, London
two.2.4) Description of the procurement
ot 1 - Multifunctional Devices (MFDs) and Managed Print Services:
The Digital Information & Technology Services (DITS) Team have appointed a managed print provider. The Corporation’s current Managed Print service contract ends in March 2026. This contract covers City of London Corporation, City of London Police, Barbican, Libraries (including public printing), Schools and Print room with a print fleet of 540 devices deployed at around 34 post codes. The print volumes in many areas in the Corporation have reduced post pandemic while some have returned to pre-pandemic levels. The Project’s objective is to procure a new Multifunctional Devices (MFDs) and Managed Print Services contract to replace the current contract.
The initial duration of the contract is 5 years, subject to the right of the City (at its sole discretion) to exercise its right to extend the term of the contract for up to 2 years in line with the published Terms and Conditions. Therefore, the total potential duration of the contract, including extensions, is 7 years.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 60
Cost criterion - Name: Commercial / Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The duration of the contract is 60 months (5 years), subject to the right of the City (at its sole discretion) to exercise its right to extend the Contract for a further 24 months (2 years). The maximum length of the contract is therefore 84 months (7 years).
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.1) Description
four.1.1) Type of procedure
Open procedure
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: 2025/S 000-004026
four.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice
Section five. Award of contract
Contract No
1
Title
Multifunctional Devices (MFDs) and Managed Print Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
31 July 2025
five.2.2) Information about tenders
Number of tenders received: 3
Number of tenders received by electronic means: 3
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Aurora Managed Services
1-2 Castle Lane
London
SW1E 6DR
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £2,096,442.18
Total value of the contract/lot: £2,096,442.18
Section five. Award of contract
Contract No
COL_30853
Lot No
2
Title
Multifunctional Devices (MFDs) and Managed Print Services - Print Room Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
31 July 2025
five.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received by electronic means: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Konica Minolta Business Solutions (UK) Limited
Konica House
Basildon
SS14 3AR
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £202,433.79
Total value of the contract/lot: £202,433.79
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court of England and Wales
Royal Courts of Justice, The Strand
London
WC1A 2LL
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
High Court of England and Wales
Royal Courts of Justice, The Strand
London
WC1A 2LL
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
Cabinet Office
70 Whitehall
London
SW1A 2AS
Country
United Kingdom