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A Guide to Photocopier Contracts

Photocopier contracts explained

So, you may be interested in bidding for photocopier contracts as a viable way to grow your business. You aren’t alone. It’s important when writing your tender response for photocopier contracts that you stand out from your competitors.

Each buyer will have different requirements and needs. This is important to take into consideration when bidding for work. You should read the tender documents thoroughly, ensuring it’s the right opportunity for your business.

What to expect from photocopier contracts

You can expect photocopier contracts for the supply, delivery, lease, or maintenance of photocopiers. A buyer will likely detail the type/function requirements of the photocopier desired including, but not limited to:

  • Paper size
  • Orientation
  • Duplex
  • Colour
  • Number of copies
  • Composition
  • Storing
  • Stapling
  • Paper selection
  • Scanning
  • Custom settings
  • Secure printing
  • Toner
  • Multiple trays
  • Speed/processing
  • Display screen
  • Sheet capacity
  • Energy saving
  • Warm up time

The contract is awarded to the MEAT

If tendering for work in the public sector, photocopier contracts will be awarded to the MEAT. The MEAT stands for the most economically advantageous tender. It’s when the buyer is looking at more than just the price. Usually, the buyer will state in the specification what they are looking for. It’s typically a combination of factors that could be any of the following:

  • Quality
  • Delivery
  • Price
  • Innovation
  • Environmental factors
  • Accessibility
  • Technical ability

Expect to show added value

When tendering for photocopier contracts in the public sector, you will also need to demonstrate added value. This is because public sector organisations need to get the most value to taxpayer’s money. Every public sector contract must now have a minimum weighting of 10% on social value.

For social value, a supplier must consider the social, economic and environmental aspects of the contract. They should consider how, as a business when delivering the contract, they will:

  • Support COVID-19 recovery
  • Encourage economic growth
  • Create new skills and jobs
  • Tackle climate change

Tender formatting 

Every tender is different, and the format of your response will be detailed in the specification. For example, a buyer may require you to divide your tender into two sections as per the following:

  • Commercial:
  • Firm prices
  • Form of tender statement
  • Technical:
  • Information of your organisation
  • Quality responses

A quality response could require you to detail the following for photocopier contracts:

  • Transition plan
  • Community benefits
  • Invoicing
  • Invoice references
  • Fault correction
  • User-replaceable parts
  • Extended maintenance services
  • Network and administration security
  • MFD (multi-function devices) scanning ease of use
  • Failure contingency
  • Network printers and administration security

3 things to remember when writing a response for photocopier contracts

  1. Stick as close to word counts as possible

They are there for a reason. If a buyer notes that a question has a word/page/character count, try and get your response as close as possible to that. They will be expecting a response of that length. If they’re stating that a question has a 1,000-word response don’t write 200 words, it just isn’t enough. Additionally, don’t go over and write 2,000, as this will demonstrate to the buyer that you cannot follow instructions. Due to this, it may lead them to question if you will be the right business for the jobs. It’s simple really, just follow the instructions.

  1. Have references of previous contracts

 A buyer will likely require you to include 2 – 3 past case studies you’ve completed within the last 3 – 5 years. They want to see evidence that you’re capable of carrying out and delivering past contracts. Your examples should be similar in scope and style to the contract you’re applying for. For bonus points (if the word count permits) you could include what challenges you overcame. This will demonstrate your problem-solving skills and adaptability. Both of which will give the buyer confidence in your ability.

  1. Buyers care about the quality of your written response

At the end of the day, a buyer cares about the quality of your written response. Even if the price is weighted more than quality. Therefore, you should put your all into writing a top-quality written response. Your response should be clear and concise persuading the buyer that you’re the best business for the job.

Need assistance writing your next photocopier contracts?

We understand that not everyone has the time or resources to write a winning bid response in house. Outsourcing this can help optimise your success rate allowing you to get on with running your business.

Our sister company, Hudson Succeed, have over 60 years of bid writing experience and an 87% success rate. They offer four bid writing support services that can help you win your next photocopier contract.

Tender Ready

Our Tender Ready programme is perfect for those who have never tendered before. A Bid Writers will work with you to make sure you have everything you need in place to tender successfully. The 4-week programme offers your business:

  • A 12-month subscription to Technology Tenders
  • Access to Global Bid Directors and Senior Bidding professionals
  • An organisation-wide Bid Library, including 3 case studies, 5 CV’s and 8 policies
  • Additional flexible benefit options.

Tender Improvement

If you’ve been tendering but aren’t seeing the results you want, our Tender Improvement package can help. Our Bid Team will assess your previous responses and tender documents, working with you to improve for future submissions. The Tender Improvement package also includes the above perks from Tender Ready.

Tender Writing

Once you’ve found the perfect photocopier contract for your business, why not send it to Hudson Succeed? Our Bid Writers will let you know what they need from you, providing you with a full Tender Writing breakdown. They’ll even submit it on your behalf.

Tender Mentor

If you’ve written your tender response and need someone to double-check it for errors, Tender Mentor can help. The Bid Team will proofread your work for any inconsistencies, grammar or spelling mistakes. They’ll also ensure that it’s in line with the specification before you submit it.

Where can I find photocopier contracts for my business?

Searching for photocopier contracts can take a large amount of time out of your day. There are thousands of websites that post multi-industry opportunities all jumbled together. Trawling through the available tenders can be hard, even if using CPV codes. Luckily for you, we have a solution.

 Our Technology Tenders portal is updated daily with sector-specific exclusive, public and private sector opportunities. This time-saving tool combats the problem of trawling for technology leads. There’s no reliance on mislabelled and inaccurate CPV codes or algorithms.

Our Opportunity Trackers manually search and upload relevant opportunities from thousands of sites across the UK. You’re then able to filter and search the results by keyword, budget, location and more. This streamlines the process allowing you to focus on your business.

Below are previous photocopier contacts sourced on our portal:

Kerry ETB RFT for Supply of Mono and Colour Photocopiers

Kerry Education and Training Board- Ireland- Budget: Undisclosed

Lease of Multi-function Photocopier, Scanner, Fax Machine for UN Women Multi-Country Office – Caribbean

UN Women- Europe- Budget: Undisclosed

Photocopier Contracts

Bodmin Town Council- South West- Budget: £8,000

Supply and Maintenance of Multi-Function Devices and Photocopiers to the Education Authority

Education Authority NI- Northern Ireland- Budget: £11,500,000

Supply of Colour Photocopiers

Department of Jobs, Enterprise and Innovation- Ireland- Budget: Undisclosed

A 12-month subscription to Technology Tenders offers your business:

  • Access to all exclusive, private and public sector opportunities across the technology industry.
  • An on-hand Account Manager to answer any queries you may have about photocopier contracts. They can help you understand the procurement process in general.
  • A daily email bulletin sent straight to your inbox when new technology tenders are uploaded.
  • Discounted support from Hudson Succeed, our bid writing division.
  • 20-minutes of free consultancy with one of our Bid Consultants.

We actively source tenders for services including:

Upgrade to Discover Elite  

We understand that you’re very busy. Even with our intelligent tracking system in place, the pre-bid admin can stack up. That’s why we recently launched Discover Elite. This upgraded feature eliminates all the frustrating time-wasting elements of tendering. The feature is broken down into two packages.

Both contain access to a maximum of two Discover portals. This is handy if your services cross over into another sector.

The Ultimate Time-Saving Tool

  • A dedicated Account Manager on-hand to track opportunities for you.
  • Up to five bid breakdowns to help you make your bid or no-bid decisions.
  • Weekly phone calls with your Account Manager to discuss viable opportunities.
  • Buyer portal management including registering, password management, downloading documents and assessing viability based on your bid/no-bid strategy.
  • Award and pre-market engagement notices monitored on your behalf.

Become a Pre-Bid Master

  • All of the above.
  • The development of a bid strategy delivered by our Senior Bid Manager and our Global Bid Director.
  • Up to seven bid breakdowns per month.

Contact us for more information.

A Guide to Discovering Database Tenders

How to save time and effort when bidding for database tenders

Is there a need for database tenders?

Publishing database tenders is an ideal way for organisations to find solutions for their unstructured data. Having data and information represented in a structured format is essential for any business. Databases in general help a company to know more about its performance, estimations, and making plans for the future.

The impact of the digital age has brought an ever-increasing need for faster speed and processing. This means organisations are constantly needing to upgrade and improve their database management systems (DBMS). The self-driving database, one of the newest types of database, has been ground-breaking in its ability to learn autonomously.

Now more than ever people are relying on software to perform tasks which would otherwise have been extremely time-consuming. The pandemic has further increased this demand with people relying on software to work from home. With these new needs for DBMS’s, we predict an increased demand in database tenders.

The tendering process

Once an organisation has discovered the need for a DBMS, it will need to source a specialist provider. Few organisations will have an in-house team to provide this resource. This means they will need to go down the procurement route to find a supplier of these services.

To start, the organisation will release a database tender. This tender will commonly outline the scope of work which needs to be completed, key dates, budgets etc…

Once you, as the supplier, have looked over this information you will be required to enter into the tendering process. Pre-Qualification Questionnaires (PQQs) are often used to establish your suitably. From there, you will likely need to complete a mixture of quality and pricing responses. With these responses comes a scoring system. The supplier with the most economically advantageous tender (MEAT), will be awarded the contract.

Where do I find database tenders?  

Sourcing database tenders can be difficult, as it is a time-consuming process. Many suppliers use tendering sites which will compile a list of available tenders. However, even with these time-saving sites, there is still a wide range of choice. When you are looking for a tendering site, make sure you are getting value for your money.

The good news is, at Technology Tenders we pride ourselves in being fantastic value for money. Our time-saving tool helps businesses, of all sizes, to discover and secure tenders.

Examples of past database tenders we have sourced include:

EDisclosure, and eForensics Services, eDisclosure Software and Associated Services

Thames Valley Police- South East- Budget: Undisclosed

24-12-2020

Implementation, configuration and maintenance of a logical data warehousing and master data management solution for the Data Analytics Unit in the Department of Agriculture, Food and the Marine

Department of Agriculture, Food and the Marine- Ireland- Budget:  £508,000

14-12-2020

DfE – Invest NI – Access to Trademark Database

CPD – Supplies and Services Division- Northern Ireland- Budget: Undisclosed

16-11-2020

E-Procurement and Contracts Database System

Science Museum Group- London- Budget: £30,000

13-11-2020

Learner Management System

3D Training- North West- Budget: £5,000

30-10-2020

However, you may still be wondering if Technology Tenders is the perfect tender site for you. To make your life easier we have compiled a list of the top 5 features a tendering site should have. We are confident Technology Tenders will surpass the mark.

  1. Manual tracking

Research has shown that over a third of tender opportunities are being missed due to dreaded CPV codes. This means you will be receiving tenders which are irrelevant and waste your time. This is because the database tenders are likely being categorised incorrectly, meaning you are missing out on potential business opportunities.

What is the alternative to CPV codes? Manual Tracking!

At Technology Tenders, we don’t rely on CPV codes to source tenders for our clients. We have a team of opportunity trackers who manually read and upload tenders by sector, location, budget and keywords. This way, you can simply enter the keywords that best describe your services. It also eliminates the need for you to have an understanding of common procurement vocabulary (CPV) codes.

Our manual tracking ultimately saves you time, and effort in searching for database tenders.

  1. User friendly

A function of a tendering site that many procurement groups neglect is its ability to be user friendly. As a business who works in technology, you will understand better than anyone the need for user-friendly platforms. Having unique functions to suit your businesses’ needs should be high on your list of requirements for a tendering site.

As explained, Technology Tenders gives you the ability to search sector, location, budget and keywords. Having this search function means you can tailor your tender search to your business needs. Technology Tenders also can save tenders to your favourites and keep track of your bidding progress.

We are also aware that remote working has changed the way businesses operate. Our portal allows multiple colleagues to access to your account. Each colleague can then view tenders and assign tasks to ensure you can tender from home effectively. 

  1. Account management 

Tendering can be a daunting process. From procurement vocabulary to submitting a bid, it can seem as though you’ve been thrown in at the deep end.

Part of your subscription with Technology Tenders gives you access to a dedicated account manager. It is your account manager’s job to offer advice regarding the tendering process. They will also be on hand to resolve any technical issues. Ultimately, you will be supported for the entirety of your subscription with us. 

  1. Learning tools

Another much-neglected feature of tendering sites is the ability to access learning tools. These tools should provide easily accessible responses to tendering questions. They should also offer bespoke support from a team of experts.

If you follow our Hudson Insight Series, you will already know we constantly create content to support your tendering journey. Our team of experts aim to provide all the guidance and support you need. 

  1. Expert bid support 

With any good tendering site should come a team of expert bid writers to help secure your database tenders.

Hudson Succeed, our bid writing division, offers you this support by providing businesses with an outsourced approach to tender management. Our team proudly holds an 87% bid success rate.

Are you new to tendering? Do you struggle to see success from your tendering efforts? Will you require support on an ad-hoc basis? If you have answered yes to any of these questions, then get in touch with our team at Hudson Succeed.

Book a demo with Technology Tenders

As you can see, Technology Tenders offers all of these features and more.

On Technology Tenders, we post contracts for:

Book your free demo with Technology Tenders today!

Broadband Tenders: Looking Forward to 2021.

What broadband tenders are available now, and heading into 2021?

Broadband tenders are the best way to secure contracts as a broadband provider, or as a broadband infrastructure supplier. And tendering opportunities in broadband have seen a sustained increase throughout 2020! If you’re not accessing broadband tenders for business growth, now is a good time to start, as large-scale opportunities rise. We’ll take a look at the current opportunities and advise on how your business could be tendering more effectively.

How have broadband services escalated in 2020?

As 2020 draws to a close, we’re asking, how has this year changed the game for broadband tenders? And what’s the best tendering strategy to adopt going forward into 2021?

The 2020 Budget statement confirmed the UK government would invest £5 billion in rolling out full-fibre broadband across the country. Even the most rural areas are included in this plan, which aims to reach all homes and business, countrywide. This is part of the government’s ambitious commitment to delivering nationwide gigabit-capable broadband by 2025.

Full fibre systems are needed to produce gigabit-capable connections, which are 40 times faster than standard superfast broadband. A gigabit connection has an average download speed over 1Gbps. The infrastructure for full-fibre installation can be an expensive process. It often requires digging trenches to lay full-fibre cables to the doorsteps of homes and businesses. It’s therefore an enormous project to deliver nationwide, requiring widespread schemes and well-oiled frameworks.

Has this worked so far?

Despite the challenges, high-speed broadband has been rolled out rapidly, right across the UK, throughout 2020. Ofcom reported on 10th September 2020 that 14% of UK homes were now able to access full-fibre, gigabit-capable services. (That’s over 14 million homes, by the way!) This marks an increase of 670,000 (2%) homes since the start of 2020. In June 2020, Salisbury became the first entire city in the UK to gain access to Openreach’s full fibre technology.

This increased roll-out is due to both the expansion of existing broadband networks and companies building entirely new fibre networks. You can access new broadband tendering opportunities when you sign up to Technology Tenders. (We’ll do the manual searching and send broadband tenders straight to your inbox, so you don’t have to. Get in touch for a free demo, to see the current opportunities available.)

Broadband in 2021: A vision for the future.

Nationwide access to gigabit-capable broadband will allow all internet users to achieve more in work and leisure, faster than ever. But the vision for future broadband goes deeper than just stronger internet connections and improving the UK’s digital economy. It also has the power to revolutionise hard-to-reach communities. Investing in next-generation broadband makes rural communities, previously thought to be cut off and disconnected, more attractive places to live. People in the UK will gain more freedom and flexibility over where they can live and work. This also brings economic growth to new areas – a win-win.

A country-wide gigabit broadband network will also be essential in supporting the UK economy’s post-Brexit and post-Covid-19 recovery. Government investments in super-fast nationwide broadband were set out last year, before the pandemic. However, the drastic and unforeseen changes to the way society operates in 2020 have compounded this need for faster broadband. With an increase of remote working, domestic Wi-Fi use has skyrocketed. As people stayed at home and worked at home throughout 2020, internet service providers removed limits on broadband data. This, in turn, caused an unprecedented strain on data centres across the world. Improved broadband has become a necessity for many jobs – and recovering the economy!

Network major CityFibre recently announced a three-year recruitment and training programme to upgrade digital infrastructure, providing up to 10,000 jobs. Steve Holliday, the chairman at CityFibre, talked about the importance of this:

In the wake of Coronavirus, delivering the government’s target of full fibre nationwide by 2025 could not be more important. Of all the infrastructure projects and industrial policies under consideration, full fibre will have the biggest impact…It will help ensure that the UK not only recovers economically, but that it swiftly transitions to a greener, smarter and fairer economy in which to thrive.

What other programmes are currently in place for broadband services?

Clearly, broadband services will be paramount in the future economy. So, the government currently has a range of programmes to increase broadband speeds and access for homes and businesses. It is currently focusing on the following 3 goals:

  • Widespread coverage – Investing to provide superfast broadband coverage to as many premises as possible beyond the 95% level achieved in December 2017.
  • Rural connectivity – Providing gigabit-capable broadband to rural communities in the UK through its Rural Gigabit Connectivity Programme, funded until March 2021.
  • Private investment – Stimulating private investment in gigabit-capable connections through its UK Fibre programme, funded until March 2021 

These goals will be achieved through a range of schemes designed to encourage both customers and broadband service providers. This include the following nationwide initiatives:

The Broadband Universal Service.

This initiative was launched by Ofcom in March 2020. It gives every home and business in the UK the legal right to request a decent, affordable broadband connection. Any broadband service that is unable to deliver 10Mbps download or 1Mbps upload speeds is deemed as ineffective. Homes and businesses can request a connection through this scheme if they:

  • have no access to existing decent broadband; and
  • are not covered by a public broadband scheme offered by the UK and devolved governments in the next 12 months. (See below for details.)

They will then be given a broadband service that is deemed ‘decent’ from a provider designated by Ofcom.

Gigabit Broadband Voucher Scheme.

Another government strategy for increasing broadband is the Gigabit Broadband Voucher Scheme. This is a UK-wide, supplier-led scheme, offering vouchers towards the cost of installing gigabit-capable broadband. It is designed to encourage broadband service providers to build full-fibre networks in certain areas. This scheme applies where the cost for broadband infrastructure is too high for commercial operators to cover.

Over 250,000 homes and businesses are eligible for this funding. The scheme is offered to the following groups:

  • Residents Residents can access a Superfast scheme in their area. They may also be eligible for vouchers up to £1,500 for residential premises to support the cost of gigabit-capable broadband as part of a group scheme, such as:
  • Communities – Rural communities can improve their broadband connectivity by creating group schemes with broadband suppliers. Vouchers can be used to support the cost of installation in community-led broadband projects.
  • Small to medium-sized businesses(SMEs) – SMEs may also be eligible for vouchers worth up to £3,500. This can support the cost of gigabit-capable broadband direct to their office or work building.

This voucher scheme is part of an ongoing £1bn government-funding commitment which will run until the end of 2021. Seventeen local councils have also provided £22.2m worth of funding to boost the values of the vouchers in their areas.

These voucher schemes have already seen success across the UK:

  • 500,000 premises across the UK have gained gigabit-capable broadband since summer 2018.
  • Nearly 45,000 gigabit broadband vouchers have been issued, totalling a worth of more than £90m.
  • Rural communities in Wales saw the value of their vouchers double in June.
  • The Scottish Government teamed up with the UK Government to combine their funding for the Scottish Broadband Voucher Scheme (SBVS). This scheme offers up to £8,500 for SMEs and up to £6,500 for homes.
  • £70m worth of vouchers are currently on offer to improve connectivity for companies and residents in rural towns and villages.

With funding rolling out throughout 2021, these ongoing investments will increase broadband tender opportunities over the next year. In addition to this, funding for private sector stimulation until March 2021 will diversify the available opportunities.

Are you searching for relevant broadband tenders?

Are you a broadband provider or supplier of broadband services, searching for tendering opportunities? Technology Tenders can save you time! We’ll source tendering opportunities so you can focus on running your business, especially in the current climate. During a hectic time for broadband tenders, an effective tendering portal is the perfect addition to your business growth strategy.

We source technology sector tenders on a daily basis from thousands of buyers, across the UK. But what makes Technology Tenders different?

  1. We use manual tracking!

On other portals, Common Procurement Vocabulary (CPV) codes are used to identify tenders. A broadband tender, in particular, may be tagged with several different CPV codes. For instance, a tender for community broadband services could be tagged with both of the following CPV codes:

  • 32000000-3 – Radio, television, communication, telecommunication and related equipment
  • 72000000-5 – IT services: consulting, software development, Internet and support.

This coding system can often be ambiguous – and lead to missed opportunities. And did you know, over a third of live tenders are tagged with incorrect CPV codes? A broadband tender could be mistakenly tagged with a CPV code for construction infrastructure, for example. This results in companies struggling to find work to boost their businesses, as open opportunities are missed.

Instead of using CPV codes, our Opportunity Trackers manually tag the contracts they find to ensure that they reach the right businesses. Using this streamlined method, Technology Tenders takes the headache out of tendering. You can filter all live tenders using keywords, budget, industry and location to make sure you’re finding all relevant opportunities. On our portal, you’ll find the aforementioned tender by simply filtering for ‘broadband’. Simple.

  1. We host all kinds of tenders – including exclusive opportunities.

Broadband tenders can take on various forms. Technology Tenders sources opportunities for a range of services. You’ll find contracts for broadband tenders that are:

We also host private sector and exclusive opportunities that aren’t available on any other portals.

Below are some previous broadband tenders sourced on our portal:

Superfast 3 for Cornwall – Inclusive Growth

Cornwall Council- South West- Budget: £5,350,000

25-09-2020

Preliminary Market Consultation for Broadband & Telecoms for Schools

Saint Ralph Sherwin Catholic Multi Academy Trust- East Midlands- Budget: £74,835,000

24-07-2020

Supply of Telephone & Broadband Lines, & VoIP Telephony

Sussex Housing Association Limited – South East- Budget: £108,000

31-07-2020

Broadband Services — Bay Education Trust

Bay Education Trust- Wales- Budget: £2,000,000

01-05-2020

Northern Lincolnshire Broadband Phase 3

North Lincolnshire Council- East Midlands- Budget: £1,500,000

14-05-2020

  1. We offer tender writing support.

Can you ensure you’ll provide the perfect response when you find a broadband tender that’s right for your company? The expert bid writers at Hudson Succeed can support you at every stage of your broadband tender. They’ll assist with any questions about the process, from passing the PQQ to finalising your tender response.

Our bid writers have an 87% success rate and offer exceptional tendering support through four services:

Simply send the tender specification to our bid writers, and they will write the broadband tender response for you. They’ll even submit the bid on your behalf.

Our bid writers will assess your previous tender responses and work with you to develop improved content.

The team will analyse your content and check for any errors before you submit your tender response.

A 4-week programme consisting of creating and branding your corporate literature and helping you to identify opportunities.

Contact the team today for further guidance on our bid writing services.

  1. We’ll send you bulletins containing any new broadband tenders.

To make tendering even easier, we’ll send you a daily bulletin in addition to unlimited access to the portal. This ensures that you never miss an opportunity.

  1. You’ll have a dedicated Account Manager.

Your Account Manager will handle any queries you have about the portal and answer tendering-related questions.

Book a free, live demo to gain further insight into our services and see which opportunities can benefit your business.

On Technology Tenders, we post contracts for:

This is just a few categories in which we source tenders – we add new opportunities to our portal every day. The scope of buyers for whom you could deliver work is always expanding.

Now is the time for Technology Tenders – unlock your company’s potential.