YPO Frameworks - Technology and Communication | MFD's, Managed Print, Content Services and Records Management

MFD's, Managed Print, Content Services and Records Management

Multifunctional Devices and Services

This framework features seven lots:

Lot 1: Print Equipment and Entry Level Print Management Software
Lot 1 is a single supplier arrangement offering a range of pre-specified devices with customisable options. Customers can also include print management software such as ‘Follow me’ printing, all available via a web based portal which allows devices to be purchased or leased without the need for a further competition.

For access to the portal please click here
Freephone Tel: 0800 029 4981
Email: [email protected]

Lot 2: Multifunctional Devices (MFD’s) and Print Management Software Services
Lot 2 covers a range of MFDs ranging from small desktop devices to multifunctional devices designed for use in reprographics rooms. A0 wide format printers and 3D printers are now available under this framework. This lot features 9 suppliers. 

Lot 3: Managed Print and Content Management Services
Lot 3 is typically aimed at users with medium to large requirements with the supplier taking overall responsibility for managing any print and content requirements in the most optimal way. Suppliers shall deliver a refreshed print strategy through the implementation of best practices, more efficient approaches and changing behaviour across the organisation. This lot features 7 suppliers.

Lot 4: Records Information Management Service
Records Information Management Service is designed to meet the core requirements of customers in order to drive down costs of physical storage and consolidate and rationalise existing storage requirements.

Lot 5: Scanning services
One-off scanning projects and/or bulk scanning and longer term requirements to digitise records (physical to digital).

Lot 6: Sensitivity Review Service
Sensitivity review service (on and/or off-site) with the option of a fully managed sensitivity review service or a triage service.

Lot 7: Audit and Consultancy Services
Lot 7 suppliers can provide independent audit and consultancy services which will include the assessment and evaluation of a customer’s managed print and content management requirement. This independent service aims to identify cost savings and efficiencies and is advised to be conducted prior to further competition.

Framework Period: 26 October 2016 - 25 October 2020
Extension Opportunities: Two options to extend for an additional 12 months.
OJEU Framework Notice: 2016/S 151-274459
OJEU Award Notice: 2017/S 017-028751
Geographic Coverage: National

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Public Downloads

  • Managed Print Service (MPS) tailored with a flexible commercial model, based on output rather than devices

  • Electronic document and records management system (EDRMS) and hybrid mail solutions included

  • Proactive consumables management and device consolidation means reduced costs

  • Integrate paper documents into digital workflows through workflow automation/optimisation

  • Flexible model allows you to rationalise estate in line with business needs and scale up and down your requirements

  • Guidance and assistance from supplier in reducing print output

  • Heightened security of devices and data

  • Reduce energy usage through new energy efficient devices
  • Management of existing lease contracts

  • Access to the latest software and technology developments

Print Equipment and Entry Level Print Management Software


Canon is the single supplier for Lot 1 which covers print equipment and entry level print management software. Since this is a completed framework, you do not have to undertake competition to procure a great range of multifunctional devices to print, copy and scan. The competition has already been done for you, with Canon UK having the best product pricing from that competition.

After registering, schools only have to choose their preferred device and, if required, select any additional items offered. Canon has a dedicated schools help desk if you are struggling. Follow the canon link here.

Read more about reducing print costs in Canon's brochure for schools >> Reducing print costs for Schools.

Multifunctional Devices (MFD’s) and Print Management Software Services 

Why consider lot 2?

  • You already have the staff and expertise to effectively manage your print related activities
  • You know the specification of devices required and volumes
  • You want to deliver long term savings
  • You want to rationalise suppliers and printers into a single supplier contract
  • You want to reduce print volumes and change printing habits
  • You want the flexibility of a service which is able to adapt to changing requirements.
  • Potential benefits


    • Reduced costs through device consolidation and proactive consumables management
    • Management information to assist in budgeting and plan printing costs more effectively
    • Reduced admin costs associated with a multi-supplier print environment
    • Management of existing lease contracts, regardless of supplier
    • Ability to leverage previous investments in print devices
    • Flexible commercial model, allowing for enhanced services


    • Enhanced staff productivity
    • Access to the latest technology and software developments
    • Standardisation of suppliers and devices
    • Heightened security of devices and data
    • Enable greater mobility of users
    • Integrate paper documents into digital workflows


    • New energy efficient devices to reduce energy usage
    • Less waste of consumables such as toner and paper
    • Better use of valuable space


    What Information is required ahead of a further competition?


    Ahead of a further competition, customers should have accurate and up-to date levels of information relating to their print infrastructure in order for suppliers to understand their current situation and to accurately respond to the Invitation to Tender.

    As a minimum this should include:

    • Number of devices required
    • Specification of devices required
    • Organisational structure (number of locations, buildings etc)
    • Number of users and type (office, mobile or homeworkers)
    • Annual print volume (colour & mono)
    • Existing lease agreements, break-fix contracts or desktop services
    • Number of assets in scope and type (photocopiers, MFDs, desktop printers, faxes, scanners etc.)
    • Current spend
    • Network infrastructure – number and location of servers, Active Directory, Security standards, etc.



    Pricing will be based upon a lease or purchase cost plus a cost per impression. The price will be determined either from the supplier’s pricing schedule or based upon the outcome of a Customer’s further competition. The maximum contractual period for a contract under Lot 2 is 7 years.

      Below is a list of suppliers on the framework. To view supplier contact details and see which lots each supplier is on, click here.     

    • Banner Group Ltd

    • Canon (UK) Ltd

    • Capita Business Services Ltd

    • Cleardata UK Ltd

    • EKM Global Limited

    • Genmed.Me Ltd

    • HP Inc UK Limited

    • Iron Mountain UK Ltd

    • Konica Minolta Business Solutions (UK) Ltd

    • Kyocera

    • Lexmark International Limited

    • PUROSolutions

    • Restore Plc

    • RICOH UK Ltd

    • Specialist Computer Centres Plc

    • TFPL Ltd

    • UK Print Audits Ltd

    • Vision Group Holdings Limited

    • Williams Lea Ltd

    • Xerox (UK) Ltd

    • XMA Ltd