Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

Descriptions

Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools across Northern Ireland

VII.1) Description of the procurement after the modifications
VII.1.1) Main CPV code
30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
VII.1.3) Place of performance
NUTS code
UKN - Northern Ireland
seven.1.4) Description of the procurement:VII.1.4) Description of the procurement:
Supply and Maintenance of Multi-Functional Devices and Photocopiers for Schools

VII.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
48

seven.1.6) Information on value of the contract/lot/concession (excluding VAT)VII.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£14,500,000

VII.1.7) Name and address of the contractor/concessionaire
CALVERT OFFICE EQUIPMENT LTD

69

Belfast

BT17 0PT

Email
kevin@calvert.co.uk

Country
United Kingdom

NUTS code
UKN - Northern Ireland
Internet address
https://www.calvert.co.uk/

The contractor/concessionaire is an SME
Yes

VII.1.7) Name and address of the contractor/concessionaire
QLC SOLUTIONS LTD

Belfast

Email
mcdonaldjj@qlcsolutions.com

Country
United Kingdom

NUTS code
UKN - Northern Ireland
Internet address
https://www.qlcsolutions.com/

The contractor/concessionaire is an SME
Yes

VII.1.7) Name and address of the contractor/concessionaire
XEROX UK LTD

Uxbridge

Email
uxb.bidteam@xerox.com

Country
United Kingdom

NUTS code
UK - United Kingdom
Internet address
https://www.xerox.co.uk/en-gb

The contractor/concessionaire is an SME
No

VII.2) Information about modifications
VII.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):

Contract previously modified with new end date of 31st August 2025 and value of £15,950,000.00.

Contract term now modified to end date of 31st January 2026 and value increased by 30% to £20,300,000.00.

VII.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.

Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:

It would appear that Regulation 72(1)(b) would apply under the circumstances.

The Regulation states:

(b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor—

(i) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or

(ii) would cause significant inconvenience or substantial duplication of costs for the contracting authority, provided that any increase in price does not exceed 50% of the value of the original contract;

For this particular modification, (i) EA requires continuity of service from the Contractors until a replacement contract has been procured. EA cannot swap out the technology already installed by the contractors until a new contract is in place.

Plus (ii) the value of the modification is 30% of the original contract value.

A Pre Market Engagement Notice for the procurement of a new framework has been published and can be accessed via the following link:

https://etendersni.gov.uk/epps/cft/prepareViewCfTWS.do?resourceId=6034936