Section one: Contracting authority/entity
one.1) Name and addresses
The Highland Council
Glenurquhart Road
Inverness
IV3 5NX
Contact
Andrew Collins
cpssprocurement@aberdeencity.gov.uk
Telephone
+44 1467530600
Country
United Kingdom
NUTS code
UKM6 - Highlands and Islands
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00045
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
Managed Print Service
two.1.2) Main CPV code
- 79800000 - Printing and related services
two.1.3) Type of contract
Services
two.1.4) Short description
Provision of managed print services to sites throughout the Highland Council area, including (but not limited to) Council offices, schools, and other Council facilities. Supply, installation, and maintenance of multi-functional devices (MFDs)and supply and installation of consumables (excluding paper).
A managed print contract has been in place with the supplier since (2014) and this modification is proposed for an additional 2 years to the current 6 year contract to allow for a programme of work to be conducted.
There is a requirement to move to a fully cloud print solution as part of the council technology roadmap to deliver their ICT Strategy. The combination of this change and network redesign will increase council resilience and ensure that printers will continue to work on council sites.
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: £3,929,000
two.2) Description
two.2.2) Additional CPV code(s)
- 30121100 - Photocopiers
- 30120000 - Photocopying and offset printing equipment
- 79820000 - Services related to printing
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
two.2.3) Place of performance
NUTS codes
- UKM6 - Highlands and Islands
two.2.4) Description of the procurement
Provision of managed print services to sites throughout the Highland Council area, including (but not limited to) Council offices, schools, and other Council facilities. Supply, installation, and maintenance of multi-functional devices (MFDs)and supply and installation of consumables (excluding paper).
A managed print contract has been in place with the supplier since (2014) and this modification is proposed for an additional 2 years to the current 6 year contract to allow for a programme of work to be conducted.
There is a requirement to move to a fully cloud print solution as part of the council technology roadmap to deliver their ICT Strategy. The combination of this change and network redesign will increase council resilience and ensure that printers will continue to work on council sites.
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
The existing contract is being modified on the grounds of:
1. Reg 72(1) (b) (additional works, supplies or services by the original contractor)
2. Reg 72(1)(e) PC(S)R 2015 (non-substantial variation)
The nature and scope of the services are unchanged compared to what is envisaged in the existing contract.
The modification does not change the economic balance of the contract in favour of the contractor.
The modification does not extend the scope of the contract or framework agreement considerably, the value does not exceed 50% of the initial contract value.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
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
25 August 2025
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
Xeretec Office Systems Ltd
1 Cromwell Road
Inverness
IV1 1SX
Country
United Kingdom
NUTS code
- UKM - Scotland
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £3,929,000
Section six. Complementary information
six.3) Additional information
(SC Ref:808228)
six.4) Procedures for review
six.4.1) Review body
Inverness Sheriff & Justice of the Peace Court
Sheriff Court House
Inverness
IV2 3EG
Country
United Kingdom