Future Academies - Print & Reprographics Tender

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. Additional information: To respond to this opportunity please click here: www.delta-esourcing.com/respond/ZCSSRQ5J53 ↗