Managed Print and DfE Buying Frameworks for Schools

A framework lets a school skip the hardest part of a public procurement. Somebody else has already advertised the opportunity, checked the suppliers and agreed the terms. What remains is choosing well from the suppliers on the list.

That convenience is why frameworks sit first among the DfE buying routes for schools. They are also widely misunderstood. A framework is not a supplier, it does not guarantee the lowest price and it does not remove the need for a clear specification. This guide explains how frameworks work for photocopiers, multifunctional devices (MFDs) and managed print, which options were listed by the DfE in September 2026 and how to use one properly.

What a framework actually is

A framework agreement is an umbrella contract set up by a public buying organisation. The organisation runs a full competition once, appoints a panel of suppliers and fixes the core terms, pricing rules and ordering procedures. Eligible buyers such as schools and academy trusts can then place their own contracts, usually called call off contracts, with suppliers on that panel without repeating the whole advertised process.

Frameworks are divided into lots. One lot might cover MFDs bought or leased with supplies and software, another managed print with digital workflow tools and another consultancy. You choose the lot that matches your requirement and only suppliers appointed to that lot can bid.

The DfE reviews frameworks against its own standards and lists the ones it approves on the Get help buying for schools service. Approval means the DfE is satisfied the framework was procured properly and suits schools. It does not mean every supplier on it is right for your site.

DfE approved options for MFDs and managed print

When we checked the Get help buying for schools service in September 2026 it listed two buying options for multifunctional devices and managed print. Framework lists change as agreements expire and new ones are awarded, so always check the service yourself before starting.

The Crown Commercial Service became the Government Commercial Agency on 1 April 2026, so you may see RM6361 described under either name. It replaced the earlier RM6174 agreement, which expired in September 2025. A school that called off from RM6174 before it ended may still have a live contract under it, because call off contracts can run beyond the framework end date on their own terms.

Other education frameworks also cover MFDs. Examples include the KCS Procurement Services Multi Functional Devices and Digital Solutions framework (started June 2026) and the National Education Framework for MFDs, run with the University of Essex as contracting authority. Neither appeared in the DfE listing when we checked. They may still be compliant routes for your school. Only DfE listed options carry DfE approval though, so check the listing and your own financial regulations before relying on one.

Direct award or further competition

Most frameworks offer two ways to place a contract and the choice matters more than the framework itself.

• Direct award. You pick a supplier using the rules the framework sets (such as scores or catalogue prices from the original competition) and contract without a new contest. It is quick yet only allowed where the framework rules permit it and the reasons should be recorded.
• Further competition. Sometimes called a mini competition. You send your own specification to every supplier on the lot and score their replies against criteria you publish. It takes a few weeks longer but prices and proposals reflect your school rather than a generic catalogue.

For managed print a further competition is usually the better fit. Device mix, placement, volumes and software needs vary so much between schools that a catalogue price rarely reflects the real cost over the term. CPC, for example, offers its own quote tool for further competitions and allows direct award only in defined circumstances. RM6361 supports both routes depending on the lot.

Benefits of using a framework

• Compliance. The heavy legal work was done when the framework was procured, which protects the school at audit.
• Vetted suppliers. Financial standing, insurance and capability were checked at appointment.
• Standard terms. Core contract terms are agreed in advance and are generally fairer than a dealer’s own paperwork.
• Less sales pressure. Suppliers compete on a defined brief rather than on the pitch in your office.
• Support. Framework owners typically provide guidance, templates and a helpdesk for buyers.

Limits to be aware of

Frameworks are useful but they are not a shortcut past thinking. Keep these limits in mind.

• The panel is fixed. Only appointed suppliers can bid, so a provider you rate highly may not be on the lot you need.
• Terms are less flexible. You can add requirements through your specification but you cannot rewrite the core terms.
• Price is not automatically lowest. A framework sets ceilings and rules, not your final price.
• Approvals still apply. Maintained schools still need local authority agreement for borrowing and academy trusts still need to check DfE leasing guidance.
• Expiry dates matter. You must call off before the framework closes even if your contract then runs longer.

Where a framework does not suit, the DfE routes allow at least three quotes for low and medium value purchases, with an advertised process above that. The whole life contract value, not the quarterly charge, decides which applies.

How to buy through a framework, step by step

• Check the listing. Confirm on Get help buying for schools that the framework is current and approved.
• Register. Sign any access agreement or create an account with the framework owner.
• Pick the lot. Match your requirement to the lot and read the buyer guide for that lot.
• Prepare your data. A year of meter readings, a device list and a clear specification.
• Run the call off. Follow the framework procedure exactly, including any notices it tells you to publish.
• Award and sign. Use the framework order form and add your specification as a schedule.
• Keep the file. Retain scoring, approvals and correspondence for governors and audit.

For help understanding your current fleet and volumes before you open a framework, our Managed Print Services for Schools page explains how CopyBox Document Systems reviews a school print setup and sets out its findings in plain English.

Frameworks are one part of the wider buying process. The Managed Print Services for Schools Guidance collection covers every other stage, from the first audit to the end of the contract.

A framework can make school print procurement faster and safer when it is used with good data and a clear specification. To get your data in order first, visit our Managed Print Services for Schools page or call our Bedford team.