Market Leads & Opportunities

Multi-Functional Devices and Document Solutiuons – Framework Agreement

Type of document: Contract Notice
Country: United Kingdom

2. Awarding Authority: National Procurement Service for Wales (NPS), which is hosted by the Welsh Government, Crown Buildings, Cathays Park, Cardiff, GB, CF10 3NQ. Tel: 03007900170. Email: [email protected] Web: Buyer profile:
3. Contract type: Supply contract
4. Description: This procurement exercise is being conducted by the awarding authority NPS acts on behalf of the Welsh public sector to deliver value for money from the procurement of common and repetitive
goods and services.
The Supplier shall be required to provide a range of Products and/ or Services under the following Lots:
Lot 1: MFDs and Document Solutions
Lot 2: Print Consumables
The objective of this framework is to:
Provide Customers with a wide range of MFD products and services, which meet the individual Customers requirements;
Offer a flexible, competitive and simple route to market;
Provide a value for money route to market, which continues to evolve to offer the latest technologies at competitive pricing; and
Provide document and print solutions which balance the need for immediate savings, whilst considering the socio and environmental impact on future generations.
Lot No: 1 – MFDs and Document Solutions – This procurement is to establish an all-Wales Framework Agreement. Due to the diverse nature of the Customer base the Supplier shall be required to provide the following Products/services:
The Supply of a range of Multi-Functional Devices (MFD);
Support and Maintenance, including a range of enhanced warranty packages;
Pre-Sales Services, including site surveys and print audits;
A range of associated software products;
A range of associated services;
A range of finance options and pricing plans; and
Consumables, including drums, toner cartridges and staples.
The Supplier shall provide a range of Print and Document Solutions, including but not limited to:
Cloud hosted print solutions;
Hybrid managed print estates, comprising of single function and multi-function machines;
Document workflow & automation;
Managed document solutions; and
Hybrid Mail Solutions.
Lot No: 2 – Printer Consumables – This procurement exercise is intended to establish an agreement for the Welsh Public Sector to access:
Original Printer Consumables (excluding paper);
Remanufactured and Refilled Printer Ink and Toner Cartridges;
Fax Consumables.
The types of printer for which consumables will be required for the purposes of this Tender include, but are not limited to:
inkjet printers;
laser printers;
multifunction (all-in-one) printers;
dot-matrix printers;
fax machines; and
thermal printers used for example in cash registers.
5. CPV Code(s): 30121200, 30121100, 30121200, 30232100, 30232110, 30232150, 32581200, 50310000, 30124520, 48311000, 48311100, 30124000, 30124400, 30124500, 30125000, 30125100, 30125110, 30125120, 30124100, 30124200, 30124300
6. NUTS code(s): UKL, UKL2, UKL22
7. Main site or location of works, main place of delivery or main place of performance: Lot No: 1 – Lot No: 2 – Main site or place of performance:
The products and services will be delivered at sites across Wales
8. Reference attributed by awarding authority: Reference number: NPS-ICT-0104-20
Notice number in the OJ S:
2020/S 193-467836
WA Ref:107233
9. Estimated value of requirement: Value excluding VAT: 40 000 000.00 GBP
Lot No: 1 – Value excluding VAT: 30 000 000.00 GBP
Lot No: 2 – Value excluding VAT: 10 000 000.00 GBP
10. Time limit for receipt of tenders or requests to participate 26.2.2021 (15:00:00).
11. Address to which they must be sent: For further information/documentation regarding the above contract notice please visit
12. Other information: Joint procurement
The contract is awarded by a central purchasing body
The procurement documents are available for unrestricted and full direct access, free of charge at:

Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

Type of the contracting authority
Body governed by public law
Main activity
General public services
Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Lot No: 1 – Award criteria
Criteria below:
Quality criterion: Technical / Weighting: 56
Quality criterion: Sustainability and Social Value / Weighting: 14
Price / Weighting: 30
Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for periods up to 24 months
Information about variants
Variants will be accepted: No
Information about options
Options: No
Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: No
Additional information
Customers shall be able to adjust the Commercial and Technical award criteria weightings within the range detailed at Annex 1 of Framework Schedule 4.4.
Lot No: 2 – Award criteria
Criteria below:
Quality criterion: Technical / Weighting: 21
Quality criterion: Sustainability and Social Value / Weighting: 9
Price / Weighting: 70
Economic and financial standing
Selection criteria as stated in the procurement documents
Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 14
Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Languages in which tenders or requests to participate may be submitted
Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 26/08/2021
Conditions for opening of tenders
Date: 26/02/2021
Local time: 15:00
Information about recurrence
This is a recurrent procurement: No
Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
Additional information
The following bodies may use this framework:
Welsh Minister, their agencies, sponsored and statutory bodies and other contracting authorities funded by them;
The Welsh Assembly Commission;
UK Government, their agencies, companies and limited liability partnerships or other corporate entities, which operate in Wales;
Local Authorities in Wales;
Contracting authorities established for the provision of culture, media and sport in Wales;
NHS Health Boards in Wales;
Higher and further education bodies in Wales;
Police and crime commissioners and police forces; national park, and fire and rescue authorities in Wales;
Citizen Advice Bureaux in Wales;
Registered social landlords;
Schools, sixth-form colleges, foundation schools and academies in Wales (but not independent schools);
HM Inspectorate of Schools in Wales (Estyn);
Town & Community Councils in Wales;
Welsh Government;
Housing associations;
Wales Council for Voluntary Action
Third sector bodies.
The full list of Customer organisations is in the Invitation to Tender document, available via eTenderWales.
The Invitation to Tender (ITT) documentation can be accessed via eTenderWales:
The first person from your Organisation to use the platform will be required to register on behalf of the Organisation.
Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing
the Registration.
The User who performs the Registration becomes the Super User for the Organisation.
On registering on the Platform the Super User will select a username and will receive a password.
The Password will be sent by e-mail to the e-mail address that was specified in the User Details section of the Registration page.
Once logged in you must click on ‘ITTs Open to all Suppliers’.
The etender references for this framework are:
The following ITTs must be completed by Tenderers wishing to bid for each subject area:
itt_85089 — Lot 1: MFDs & Document Solutions
itt_85091 — Lot 2: Print Consumables
itt_85433 — Multi-Functional Devices & Document Solutiuons – Community Benefit Submission (Mandatory for all tenderers)
Click on the title to access summary details of the ITT. If you are still interested in submitting a tender, click the ‘Express an Interest
button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the
‘Attachments’ area.
If you have any queries regarding the tender please message using the e-tenderwales message portal.
If you require the documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to
provide a more suitable format. For example, Braille, Large Print, Word Document or Audio format.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Supply Chain Opportunities
Training and Employment Opportunities
Community Projects
(WA Ref:107233)
The buyer considers that this contract is suitable for consortia.