Scope
Reference
ET01.14
Description
This tender opportunity has been issued by Equals Trust. The Contractor must offer an MFD solution that meets the quantity and device specification set by the Trust. The plan is to let the leases in phases for when the current contracts terminate, with co-terminating the lease end dates with the end of the 5-year maintenance agreement. Key contract aims: a. a. have relevant experience of supporting a primary school trust with an agile personalised approach. b. ensure all management and engineers have the personable skills and expertise to work within education, including appropriate safeguarding training and enhanced DBS checks for on-site staff. c. provide the Trust with a 'Letter of Assurance' which states that all staff who visit any of the Trust school sites have been recruited in accordance with 'Keeping children safe in education', with an enhanced DBS check in place. The Supplier will inform the client of all new starter's names and DBS clearance numbers and leavers as they occur. d. provide a nominated account manager who can work in partnership with the Trust, who has the ability to instantly track all jobs and assess issues, combined with a clear escalation process. e. support the schools with maintenance issues, committing to a 4-hour SLA of being able to provide an engineer on site if the issue cannot be resolved remotely. f. implement a continuous improvement plan whereby the Contractor continuously monitors re-occurring faults and advises the Trust of areas of opportunity for service improvements, sustainability initiatives or cost savings. g. provide a cost-effective solution to card release printing and data collection. h. be responsible for sourcing and supplying all relevant materials and resources which are required to deliver this requirement. i. provide sustainability initiatives and support. j. be fully conversant with all relevant legislation, including Health and Safety, and always adhere to this. k. ensure that waste will be correctly sorted or disposed of or recycled, if possible.
Total value (estimated)
- £750,000 excluding VAT
- £900,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 January 2026 to 4 January 2031
- Possible extension to 3 January 2032
- 5 years, 11 months, 30 days
Description of possible extension:
Option of a further year extension to enable co-terminus end dates of the maintenance contract with the leases
Main procurement category
Goods
Additional procurement category
Services
CPV classifications
- 30120000 - Photocopying and offset printing equipment
- 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
- 30121000 - Photocopying and thermocopying equipment
- 30121100 - Photocopiers
Contract locations
- UKF - East Midlands (England)
Participation
Legal and financial capacity conditions of participation
Financial appraisal consisting of a credit check
Technical ability conditions of participation
Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
24 October 2025, 12:00am
Tender submission deadline
24 October 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 December 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price |
Price | 40% |
| Account Support, Management & Monitoring | Account Support, Management & Monitoring |
Quality | 30% |
| Proposed Solution | Proposed Solution |
Quality | 15% |
| Implementation Management | Implementation Management |
Quality | 10% |
| Sustainability | Sustainability |
Quality | 5% |
Other information
Payment terms
Quarterly invoice payments for the leases and monthly invoicing in arrears for the maintenance contract broken down by school and print volumes
Description of risks to contract performance
Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the bookings Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
Contracting authorities
PHP Law LLP
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Contact name: Claire Jones
Email: claire.jones@phplaw.co.uk
Region: UKK43 - Devon CC
Organisation type: Private utility
Equals Trust
- Public Procurement Organisation Number: PPCP-6759-YCGX
Keyworth Primary And Nursery School Nottingham Road,
Nottingham
NG12 5FB
United Kingdom
Contact name: Josie Medforth
Email: josie.medforth@phplaw.co.uk
Region: UKF16 - South Nottinghamshire
Organisation type: Public authority - central government