RIVA Partnership Ltd: Future Academies - Print & Reprographics Tender

UK-London: Photocopying and offset printing equipment.
Section I: Contracting Authority
      I.1) Name and addresses
             Future Academies
             Lupus Street, London, SW1V 3AT, United Kingdom
             Tel. +44 1252977017, Email: tenders@rivapartnership.co.uk
             Contact: RIVA Partnership Ltd
             Main Address: https://www.futureacademies.org, Address of the buyer profile: https://www.futureacademies.org
             NUTS Code: UKI
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-London:-Photocopying-and-offset-printing-equipment./ZCSSRQ5J53
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      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: Not provided
      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: Future Academies - Print & Reprographics Tender       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      30120000 - Photocopying and offset printing equipment.

      II.1.3) Type of contract: SUPPLIES
      II.1.4) Short description: The successful supplier is required to provide high quality equipment and service levels to Future Academies a group of schools across London & Hertfordshire. The group is dedicated to improving the life chances and broadening the horizons of young people. Sponsored and guided by our founding charity, Future, our mission is simple: to realise our motto of libertas per cultum (freedom through education). We want our young people to lead lives full of choice and opportunity where, whatever path they take in life, it is a path they have chosen.       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,250,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      30120000 - Photocopying and offset printing equipment.
      
      II.2.3) Place of performance:
      UKI LONDON
      
      II.2.4) Description of procurement: Future Academies currently has 10 schools across London & Hertfordshire as well as the Head Office (11 sites in total). Please note this is a growing Trust and any other schools that may join the Trust during the tenure of this new contract may, at the Trust’s discretion, be added to this contract. By the time this tender is complete we will have one additional Academy in Herts.

Tender information:
The successful tenderer will be required to provide and maintain reprographic and printing machines for the Trust and to provide a fully managed service.
The contract term being tendered is for three years 1st Aug 2025 – 31st July 2028. There is an option for a further extension period for up to two additional years, extending the contract to 31st July 2030.

The contract offers an excellent opportunity to review and propose enhancements to the current reprographics and printing provision at all of the Schools within the Trust. The Trust seeks improvements to their current solution, including improved technology, efficient machinery and a cost effective fully managed solution that delivers value for money. The Trust has recently implemented Papercut Central and this would be the preferred Print Management software, however the Trust is open to other options with similar or improved functionality. It is important that the Print Management software is not proprietary and will only work with a particular manufacturer’s devices. The current embedded software on the printers utilises pin login, but we would like to consider using proximity cards (Mifare).

Each of the 7 secondaries have Reprographic capabilities with one or two high volume MFDs and a Reprographics technician. This will remain
As part of the managed service, we would expect
•A single point of contact at the supplier to deal with
•Automated delivery of ink as and when required.
•Additional stock of cartridges on site in case of emergencies
•Fast call out with qualified engineers to fix issues
•A proactive management service identifying issues and potential fixes as well as potential savings or options for printer placement.
•Printer moves when required.
•Flexibility to deploy/move printers within academies and also between them.
•Intelligent billing with one monthly bill for each academy. Also detail of the usage via a digital file or available via an API for detailed analysis in PowerBI or other alternative BI tool.

The Trust is not obliged to accept the lowest price submitted for this tender, rather the Trust is keen to secure ‘best value’ from this contract and to deliver a great learning environment for its students. Innovative and creative ideas as to how printing activity and costs can be developed and improved at each school will be welcomed. The Trust seeks a contractor that is keen to work in partnership and who will deliver to its highest abilities, at all times.

Value of contract:
The current annual cost (academic year 23-24) of leasing and printing at all schools per annum is approximately £300k for 2023/24 including paper costs. The intention is to reduce these costs by at least one third. The costs do not include salary costs of any Reprographics technicians.

We will be aiming to reduce the amount of printers including the reduction of large MFDs used within the existing Repro teams.
Therefore the likely value of this contract is circa £250k p/a. (£1,250,000 over 5 years)
Additional requirements and information:
•The School has a minimum requirement for a contractor’s employers' liability and public liability insurance of £5 million
•The minimum annual turnover that your company must have achieved to be considered for this opportunity is £500k
•The print services are currently contracted to Canon.
      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: 1,250,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/08/2025 / End: 31/07/2030       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 5
            / Maximum number: 10       
      Objective criteria for choosing the limited number of candidates: Only candidates that meet the minimum selection criteria will progress to tender stage. A minimum of 5 candidates (or less, in the event less than 5 meet the minimum criteria) and a maximum of 10 candidates, will progress.
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/ZCSSRQ5J53       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
         
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description RESTRICTED
      IV.1.1) Type of procedure: Restricted   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO        
         The procurement involves the setting up of a dynamic purchasing system - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 03/03/2025 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: Not Provided       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

The contracting authority reserves the right not to appoint as a result of this tender process and/ or to cancel this tender process at any time. Please note this is a growing Trust and any other schools that may join the Trust during the tenure of this new cleaning contract may, at the Trust’s discretion, be added to this contract.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Photocopying-and-offset-printing-equipment./ZCSSRQ5J53

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/ZCSSRQ5J53
   VI.4) Procedures for review
   VI.4.1) Review body:
             Future Academies
       Lupus Street, 1-3 Waverley Lane, London, SW1V 3AT, United Kingdom
       Tel. +44 1252977017, Email: tenders@rivapartnership.co.uk
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 28/01/2025

Annex A