Multifunctional Devices, GovPrint Hardware, Managed Print Provision and Digital Workflow Software Services

All  public sector organisations can access multifunctional devices, managed print services, technical resources, digital workflow, cloud solutions for digital transition and print consultancy services.

Description

All UK public sector organisations can use this agreement, including: 

  • central government departments and their agencies 
  • the wider public sector
  • the third sector 

You can use this agreement to buy:

  • multifunctional devices (MFDs)
  • print management software to monitor your printing and reduce waste
  • managed print services
  • workflow integration to sort through and combine documents (such as records management or hybrid mail) to help reduce waste
  • print consultancy services to support with:
    • drafting specifications and tender documents
    • evaluation of tenders
    • independent audits of print volumes or current fleet devices 
  • 9 hardware devices that include device management software and service and maintenance provision which are compatible with the GovPrint Cloud service

You can use interim technical resources to support your own internal resources when needed.

This agreement can help you with:

  • replacing or rationalising your current MFDs 
  • managing existing number of MFDs (through walk in take-over)
  • reducing print volumes
  • introducing digital technology solutions to improve business processes
  • developing digital workflow solutions using cloud based hosting through software as a service (SaaS), platform as a service (PaaS) and infrastructure as a service (IaaS)

Benefits

  • access to the latest hardware, software and services on the market
  • flexible route to market using further competition or direct award
  • supports the Government Hubs Programme and estate rationalisation projects
  • uses standard public sector contract (PSC) terms and conditions

Products and suppliers

There are 11 suppliers on this agreement

Lot 1: Multifunctional Print Devices (MFDs) and Basic Print Management Software
Buy from a condensed catalogue of MFDs and basic print management software through the supplier’s web-based online solution. All sectors across government can use this lot. However, the education sector and local authorities might prefer this lot.  Services available under this lot includes:
  • a range of 14 MFD devices to choose from
  • consumables ( paper trays, staple finishers, hole punches)
  • basic print management software (for example, PINS Access Software)
  • maintenance, support services and leasing options

Expires:

1 suppliers

Lot 2: Multifunctional Print Devices (MFDs) Print Management and/or Digital Workflow So
Buy from an extensive catalogue of MFDs ranging from entry level, standalone to fully networked, including:
  • hardware print devices (including remanufactured)
  • consumables
  • print room equipment
  • software options
  • maintenance and support services
  • cloud hosting and digital workflow solutions
You can buy all the above services either as a combined service or independently. Our suppliers can also provide you with interim technical resources such as:
  • project managers
  • service need analyst or fleet
  • security, service or technical architects to help with developing or implementing your service design needs
You can use lot 2 to :
  • access hardware (devices), software, consumables, service and maintenance
  • buy or lease
  • design and implement digital workflow or cloud based hosting solutions specific to your organisations needs
  • manage your existing fleet, supported by service maintenance and software upgrades if needed

Expires:

9 suppliers

Lot 3: Multifunctional Print Devices (MFDs), Print Management and/or Digital Workflow u
The managed print service reviews your current printing and document workflow practices. It also helps find new approaches as behaviours change across your organisation.  These services can be adapted to your specific needs. This lot can be used to: 
  • determine the type of devices needed for different locations across different offices
  • help suppliers install and manage these devices on your behalf and work alongside your internal stakeholders such as IT and security
    • suppliers will remove  devices once the contract has ended
  • where you own your fleet of devices, our suppliers can take over management of that fleet
  • replace devices during the contract period
    • supplier can discuss replacement options 
    • suppliers will remove replacement devices once the contract has ended
  • design and implement a digital workflow solution specific to your organisations needs (either as an independent contract, or as part of a wider service)
  • design and implement a cloud based hosting service specific to your organisations needs (either as an independent contract, or as part of a wider service)
Our suppliers can also provide you with interim technical resources such as:
  • project managers
  • service requirement analysts
  • fleet, security, service or technical architects
Our supplier’s interim resources can assist with development and implementation of your service design and delivery requirements.

Expires:

9 suppliers

Lot 4: GovPrint hardware, accessories and operational services
Provides 9 hardware devices with device management software, service and maintenance provision, all compatible with the GovPrint Cloud Service.

Expires:

4 suppliers

Lot 5: Print Consultancy Services
Independent vendor neutral audits and consultancy services, including:
  • audits of your existing devices to determine print volumes, future needs or new print strategy
  • audits of print management process and services
  • advice on software and digital workflow solutions
  • developing competition documents, such as specifications and award criteria
Suppliers on this lot can help you with:
  • advice and recommendations on your options
  • strategic change
  • process efficiencies
  • savings and cost control opportunities

Expires:

1 suppliers

How to buy

For an up to date list of the suppliers on this agreement, and the lot read the supplier matrix.

Before you buy read the customer guidance for this agreement.

There are two ways to buy from this agreement:

  • further competition
  • direct award

Before running a further competition or direct award, you will need to complete the following documents:

  • call-off schedules
  • joint schedules

You can find the call-off schedules and joint schedules individually listed in the documents section.

We advise you to follow your own internal processes and seek your own legal advice when selecting which optional schedules are relevant to your specific needs.

You can use your own internal eSourcing system to run your further competition or you can use our eSourcing tool. If this is your first time using our eSourcing suite, you will need to register an account.

If you have already registered, sign in to your eSourcing account.

To run a further competition you will need to:

  1. Take part in pre-market engagement with suppliers to help you define your needs. This is optional.
  1. Identify which suppliers and lots can meet your needs.3. Write your specification, make sure it is detailed and includes:
    • invitation to tender
    • evaluation criteria
    • draft order form
  1. Invite all identified suppliers to submit a tender in writing. This can be by email or through your preferred e-Sourcing tool.
  1. Set a deadline for the submission of tenders. Allow enough time based on how complex your needs are.
  2. Keep all tenders confidential until the deadline has passed.
  3. Evaluate supplier responses fairly and equally.
  4. Award your call-off contract by sending the following to the successful supplier:
    • a completed and signed Framework schedule 6
    • a completed and signed order form
  1. Provide unsuccessful suppliers with written feedback.
  2. Publish the awarded contract on contracts finder.

For more detailed information, read our how to run a further competition guidance document.

Direct award

Lot 1: buy direct from Canon’s customer portal.

Lot 2, 3, 4 and 5, select a supplier by applying your award criteria to supplier catalogues. 

To direct award under this agreement you should:

  1. Write a clear specification that sets out your needs.
  2. Check which lots cover your requirements by reading the agreement specification.
  3. Contact the suppliers on the relevant lot or lots. 
  4. Set your award criteria using Framework schedule 7 call-Off award procedure.
  5. Award your contract by signing Framework schedule 6.
  6. Publish your awarded contract on contracts finder.

Direct awards will be priced based on maximum agreement rates. You should consider whether you can get better value through an accelerated competition before awarding a direct award.

For more detailed information on how to run a direct award, read the Framework schedule 7 – Call-off award procedure.

Agreement pricing request

To access specifications and pricing models for this agreement contact the Crown Commercial Service (CCS) customer service centre on info@crowncommercial.gov.uk. Include RM6361 in the subject title.

Please note that the specifications and pricing model information is official-sensitive and will include a disclaimer for conditions of use.

Documents