UK-Lincoln: Computer equipment and supplies.

UK-Lincoln: Computer equipment and supplies.

Section I: Contracting Authority

I.1) Name, Addresses and Contact Point(s):
University of Lincoln
Procurement c/o Finance,, Brayford Pool,, Lincoln, LN6 7TS, United Kingdom
Tel. +44 1522837188, Email:
Contact: Vasos Melides
Main Address:

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.4)Type of the contracting authority:
Body governed by public law

I.5) Main activity:

Section II: Object Of The Contract

II.1) Scope of the procurement

II.1.1) Title: Urgent Purchase of Laptops (EXP057)
Reference number: EXP057

II.1.2) Main CPV code:
30200000 - Computer equipment and supplies.

II.1.3) Type of contract: SUPPLIES

II.1.4) Short description: Extraordinary circumstances for the provisions of laptop computers.
The purchase is for a total of 580 HP laptops. These are being sourced with a combination of immediate delivery (190 units) and delivery within a few days (the balance of the order). The urgent requirement will enable the University to facilitate agile and home working in response to the Covid-19 outbreak.

II.1.6) Information about lots
This contract is divided into lots: No

II.1.7) Total value of the procurement (excluding VAT)
Value: 559,960


II.2) Description

II.2.2) Additional CPV code(s):
Not Provided

II.2.3) Place of performance
Nuts code:
UKF3 - Lincolnshire

Main site or place of performance:

II.2.4) Description of the procurement: This is a contract award notice for 580 new laptops. The award is being conducted under regulation 32. (2) (c) 'Use of the negotiated procedure without prior publication'.

Due to the critical and unforeseen nature of the current Covid-19 outbreak, the University is taking measures to safeguard its students and staff. As part of the Incident Management and Business Continuity processes, remote working is being implemented across the workforce. To enable this the University immediately requires more laptops, which are in very short supply across the supply market due to both a surge in demand and pre-existing production problems at major OEMs. Laptops are therefore urgently needed for both staff (to enable remote working for an extended period) and students (some students do not have appropriate devices given that all teaching is now being delivered online).

Whilst the University already has an existing compliant contract for laptops (by means of a Further Competition), this cannot be used to fulfil this urgent order. Lead times of 6 weeks are being quoted and the University already has back-orders in place on the current contract. This can be seen across the industry with manufacturers facing delays due to the lack of availability of Intel’s processor chips, which are an essential component.

The supplier has been able to offer large quantities of their current in-stock items. The decision to purchase these devices has been agreed by the University’s Incident Management Team which has convened in response to Covid-19’s impact. The aim is to enable more agile/home working during the Covid-19 outbreak and to comply with government regulations. The purchase is therefore time limited, due to the short supply.

Please see annex d for further details

II.2.5) Award criteria:
Quality criterion - Name: Quality / Weighting: 100

Cost criterion - Name: Criterion 1 / Weighting: 0

II.2.11) Information about options
Options: 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

II.2.14) Additional information: Not Provided

Section IV: Procedure

IV.1) Description

IV.1.1)Type of procedure: Award of a contract without prior publication of a call for competition in the Official Journal of the European Union in the cases listed below (please complete Annex D1)

IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement: No

IV.1.6) Information about electronic auction
An electronic auction has been used: No

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
Not Provided

IV.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

Contract No: EXP057
Lot Number: Not Provided
Title: Not Provided

A contract/lot is awarded: Yes

V.2) Award of contract

V.2.1) Date of conclusion of the contract: 23/03/2020

V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0 (SME - as defined in Commission Recommendation 2003/361/EC)
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1

V.2.3) Name and address of the contractor

The contract has been awarded to a group of economic operators: No

Contractor (No.1)
Lindred House, 20 Lindred Road, Brierfield, Nelson, BB9 5SR, United Kingdom
The contractor is an SME: No

V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: Not Provided
Total value of the contract/lot: 559,960
Currency: GBP

V.2.5) Information about subcontracting
The contract is likely to be subcontracted: No

Section VI: Complementary information

VI.3) Additional information: To view this notice, please click here:

VI.4) Procedures for review

VI.4.1) Review body
University of Lincoln
Campus Way, Lincoln, LN6 7TS, United Kingdom
Tel. +44 1522837188

VI.4.3) Review procedure
Precise information on deadline(s) for review procedures: Not Provided

VI.4.4) Service from which information about the review procedure may be obtained
Not Provided

VI.5) Date of dispatch of this notice: 01/04/2020


1. Justification for the choice of the negotiated procedure without prior publication of a call for competition in accordance with Article 32 of Directive 2014/24/EU

No tenders or no suitable tenders/requests to participate in response to: Not Provided

The products involved are manufactured purely for the purpose of research, experiment, study or development under the conditions stated in the directive (for supplies only): No

The works, supplies or services can be provided only by a particular economic operator for the following reason: No

Extreme urgency brought about by events unforeseeable for the contracting authority and in accordance with the strict conditions stated in the directive: Yes

Additional deliveries by the original supplier ordered under the strict conditions stated in the directive: No

Procurement of supplies quoted and purchased on a commodity market: No

Purchase of supplies or services on particularly advantageous terms: No

3. Explanation
The Covid-19 outbreak has been declared a Major Incident by the University’s Incident Management Team and immediate action is needed to facilitate additional home working for staff and remote tuition to students. The University is therefore enabling its workforce to become more agile so that the University may continue to function. However the University's current provider of computer equipment is struggling to meet demand with waiting times of over 6 weeks for a single laptop. Therefore purchasing through the existing contractual arrangements is not an option.

Whilst the combined value of this Award Notice is above the PCR 2015 threshold for Supplies, there are legitimate grounds for invoking Regulation 32(2)(c) given that these actions are being taken in response to a public health emergency.

This procurement is therefore being conducted as a case of extreme urgency. Due to the risk to public health, the University has been effectively closed to both students and staff (other than to a handful of essential staff) following Government instructions issued on Monday 23rd March 2020. Teaching had already moved online and staff on site had been working on a rota basis to facilitate social distancing. However, the Government instructions changed rapidly as the scale of the public health emergency became clearer.

Another of the University's suppliers was able to offer access to a large stock of laptops on a first come first serve basis, therefore providing a solution to the immediate and unplanned need. Due to the unforeseen events the extreme urgency had been brought about because of the high demand for laptops, the shortage of supply and the long waiting times. The University has moved to approximately 95% of staff now home working, which is completely unprecedented. The University’s actions are intending to maintain existing service provision at extremely short notice of change. The circumstances of Covid-19 are so unusual that there is no way that the University could have planned for the change in demand and the explosion in demand for devices necessary for home working; and could not have been expected before this national emergency. The University does have a strategy for rolling replacement of computer equipment across the workforce, however this was due to take place over a number of months/years.

The extreme and unforeseeable urgency brought about by these events, make it impossible to run a procurement in accordance with the normal timescales of PCR 2015. If the University did not act immediately, the stock would be sold to other clients given the huge national surge in demand for home working. Running an accelerated procurement would still result in these devices being taken by other customers and is, therefore, not viable to the University at this time.