Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Harris Federation
4th Floor Norfolk House
Croydon
CR0 1LH
UK
Contact person: Devyani Patel
Telephone: +44 2082537777
E-mail: devyani.patel@harrisfederation.org.uk
Fax: +44 2082537778
NUTS: UK
Internet address(es)
Main address: www.harrisfederation.org.uk
Address of the buyer profile: https://www.mytenders.co.uk/search/Search_AuthProfile.aspx?ID=AA30809
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.mytenders.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.mytenders.co.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
MFD/Reprographics Partner
II.1.2) Main CPV code
79800000
II.1.3) Type of contract
Services
II.1.4) Short description
The Harris Federation was established in 1991. The Federation is a family of inclusive and aspirational schools working together. The Federation is led and run by teachers.
The Federation currently encompasses 51 schools but in addition to this it is expected to grow in the lifetime of the contract. The current working assumption is 3 schools per year but these could join in one group, individually or in smaller groups.
The ICT Support at the Federation is currently all delivered ‘in house’. This is mix of technical resource managed by schools themselves and also a central team who support the local technical staff. The implementation of IT is currently subject to a procurement process which will identify a Preferred Bidder by the end of April 2022. The successful partner will then be responsible for the delivery of all IT equipment and solutions, apart from MFD, for 5 years from the 1st June 2022.
This procurement encompasses the deliverables noted below, but in essence is all about identifying a single MFD partner. At the sole discretion of the Federation any future schools that the Federation may incorporate will also be added to the MFD Partner contract. Any additional schools will co-terminate to the same end date of the initial contract.
This MFD procurement is advertised as a maximum 5 year service with start and end dates as follows:
- Service start date – 1st August 2022
- Service end date – 31st July 2027
In terms of this procurement, the companies identified from these shortlisting questions to receive the ITT will then receive a detailed set of requirements. For the purposes of this shortlisting stage bidders should assume that the ITT will include, but not be limited to;
- Provision of a range of Multi-functional printing devices to all the schools and offices
- An installation and commissioning service for each device
- A handover and training service
- A uniform maintenance service for any of the schools who have MFD’s across the Trust
- An automated service that addresses all consumable needs
- A service that includes appropriate print management software
- A service that ethically disposes of equipment as necessary
- A full Service Level Agreement
- Relevant monitoring, management and reporting
- A single technical interface to the Trust ICT Team
- Technical interface into the Trusts Implementation Delivery partner (Note: All MFD delivery will be carried out through this contract and chosen partner).
- Value added services
Bidders should note the following;
- The Trust will provide a standard contract as part of the ITT Pack. The contract is expected to be with one organisation that will manage all aspects of supply/service as well as the interface, as necessary, into their partner leasing company.
- Schools will replace their current provision once the existing lease agreements come to an end
- There will be no requirement for TUPE
IDEA OF VOLUMES
- The Federation has a current estate of 562 devices – the majority of which are under lease agreements.
- The current estate generates an indicative annual total of 71,770,433 Mono copies
- The current estate generates an indicative annual total of 21,056,544 Colour copies
II.1.5) Estimated total value
Value excluding VAT:
7 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
30123000
30124000
30121000
30125000
48773000
50310000
66114000
72000000
80000000
51600000
II.2.3) Place of performance
NUTS code:
UKI
II.2.4) Description of the procurement
The Harris Federation was established in 1991. The Federation is a family of inclusive and aspirational schools working together. The Federation is led and run by teachers.
The Federation currently encompasses 51 schools but in addition to this it is expected to grow in the lifetime of the contract. The current working assumption is 3 schools per year but these could join in one group, individually or in smaller groups.
The ICT Support at the Federation is currently all delivered ‘in house’. This is mix of technical resource managed by schools themselves and also a central team who support the local technical staff. The implementation of IT is currently subject to a procurement process which will identify a Preferred Bidder by the end of April 2022. The successful partner will then be responsible for the delivery of all IT equipment and solutions, apart from MFD, for 5 years from the 1st June 2022.
This procurement encompasses the deliverables noted below, but in essence is all about identifying a single MFD partner. At the sole discretion of the Federation any future schools that the Federation may incorporate will also be added to the MFD Partner contract. Any additional schools will co-terminate to the same end date of the initial contract.
This MFD procurement is advertised as a maximum 5 year service with start and end dates as follows:
- Service start date – 1st August 2022
- Service end date – 31st July 2027
In terms of this procurement, the companies identified from these shortlisting questions to receive the ITT will then receive a detailed set of requirements. For the purposes of this shortlisting stage bidders should assume that the ITT will include, but not be limited to;
- Provision of a range of Multi-functional printing devices to all the schools and offices
- An installation and commissioning service for each device
- A handover and training service
- A uniform maintenance service for any of the schools who have MFD’s across the Trust
- An automated service that addresses all consumable needs
- A service that includes appropriate print management software
- A service that ethically disposes of equipment as necessary
- A full Service Level Agreement
- Relevant monitoring, management and reporting
- A single technical interface to the Trust ICT Team
- Technical interface into the Trusts Implementation Delivery partner (Note: All MFD delivery will be carried out through this contract and chosen partner).
- Value added services
Bidders should note the following;
- The Trust will provide a standard contract as part of the ITT Pack. The contract is expected to be with one organisation that will manage all aspects of supply/service as well as the interface, as necessary, into their partner leasing company.
- Schools will replace their current provision once the existing lease agreements come to an end
- There will be no requirement for TUPE
IDEA OF VOLUMES
- The Federation has a current estate of 562 devices – the majority of which are under lease agreements.
- The current estate generates an indicative annual total of 71,770,433 Mono copies
- The current estate generates an indicative annual total of 21,056,544 Colour copies
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
75 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 10
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
18/04/2022
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
05/05/2022
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at https://www.mytenders.co.uk/Search/Search_Switch.aspx?ID=225681.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.mytenders.co.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(MT Ref:225681)
VI.4) Procedures for review
VI.4.1) Review body
Public Procurement Review Service
Cabinet Office
London
UK
Telephone: +44 3450103503
E-mail: publicprocurementreview@cabinetoffice.gov.uk
Internet address(es)
URL: https://www.gov.uk/government/publications/public-procurement-review-service-scope-and-remit
VI.5) Date of dispatch of this notice
14/03/2022