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

Updates:

06/02/2025: The publication date of the find a tender (FTS) notice has been updated in the timeline section at the bottom of this page.

Summary: 

This framework, let under the Public Contract Regulations 2015, will give the UK public sector access to multifunctional devices, managed print services, technical resources, digital workflow, cloud solutions for digital transition and print consultancy services.

Description: 

All UK public sector organisations including central government departments and their agencies, the wider public sector and the third sector can use this agreement.

This agreement will allow buyers access to:

  • Multifunctional Devices (MFDs)
  • print management software to monitor your printing and reduce waste
  • managed print services
  • workflow integration which can sort through and combine your documents (such as records management or hybrid mail) to help reduce waste
  • print consultancy services which can support you with:
    • drafting specifications and tender documents
    • evaluation of tenders
    • independent audits of your print volumes or current fleet devices (where needed)
  • provision of 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 is for buyers who need support with:

  • replacing or rationalising their current MFD needs
  • managing their existing number of MFDs through walk in take-over: this is where the supplier will walk in and take over management of the customer’s current MFDs
  • finding solutions to reduce their print volumes
  • designing and implementing digital technology solutions to support transformation of their current business processes
  • developing digital workflow solutions to provide a more strategic view when managing and operating their internal business processes
  • cloud based hosting through public, private or community cloud using:
    • Software as a Service (SaaS)
    • Platform as a Service (PaaS)
    • Infrastructure as a Service (IaaS)

IaaS provides cloud ‘hardware’ which allows you to build a platform which you can use to run your application.

PaaS is a pre built cloud infrastructure that is designed to run a specific or range of applications, such as a finance application or software development environment.

Also included is a GovPrint service which has been designed to provide a shared print and scan service for GPA Hub clients. The service includes a range of multifunctional devices, cloud services and operational services such as break fix. Break fix provides reactive technical support services when needed. This helps to reduce business downtime and minimises hardware failures.

Benefits: 

  • access to the latest hardware, software and services in the market
  • flexible route to market using further competition or direct award
  • services complement and support Estate Rationalisation Project(s) and Government Hubs Programme
  • uses the agreed Public Sector Contract (PSC) terms and conditions

Product types: 

The lotting structure of this framework is as follows:

  • Lot 1: Multifunctional Print Devices (MFDs) and Basic Print Management Software

Multifunctional Devices, Entry Level Print Management Software (including consumables)

  • Lot 2: Multifunctional Print Devices (MFDs) Print Management and/or Digital Workflow Software and Associated Services

Extended catalogue of Multifunctional Devices, Print Management and Software Services (including consumables)

  • Lot 3: Multifunctional Devices (MFDs), GovPrint Hardware, Managed Print Services and Digital Workflow Software Services

Managed Print, Audit and Consultancy services (including consumables)

  • Lot 4: GovPrint hardware, accessories and operational services

Provision of 9 hardware devices that include device management software and service and maintenance provision which are compatible with the GovPrint Cloud Service

  • Lot 5: Print Consultancy Services

Auditing and consultancy services

Important links

Prior Information Notice (PIN) Read PIN 
Contract Notice in Find a Tender (FTS) Read contract notice
Tender documents
 Read tender documents

Timeline

Activity Estimated dates
Supplier engagement Completed November 2023
Customer engagement Completed February 2024
Drafting of procurement documentation October 2024 to December 2024
Publication of find a tender (FTS) notice 7 February 2025
Framework Award June to July 2025