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Published 22 May 2025, 11:41 BST

Official UK procurement notice

107_26 Inspection and Maintenance of Indoor Gymnasium, Fitness and Sport Equipment, and Outdoor Schools Play and Sport Equipment

Official notice

Authority: Leicestershire County Council, trading as ESPO (Local council)

Framework agreementServicesOpen procedureAbove thresholdSME suitable
Sectors: Musical instruments, sport goods, games, toys, handicraft, art materials and accessories (37)Repair & Maintenance (50) Delivery: UK
Framework ceiling (notional)£8,333,333framework ceiling, not attributable revenue · 1 value update
Submissions closed 15 May 2026awarded 16 Jul 2026
Awarded to ACE PLAY LIMITED (07163413) +7 more
Framework period 1 yr 7 moends 31 Jan 2028 · up to 23 Jun 2030 with extensions · starts 24 Jun 2026

What is being bought

Published requirement description

ESPO framework for the inspection and maintenance of sports equipment including traditional equipment, fitness equipment and sports equipment. It also includes outdoor trim trails and activity play areas.

The Framework is NOT divided into lots.

For any additional details please also refer to www.espo.org/inspection-and-maint… ↗

CPV: Repair and maintenance services · Sports goods and equipment

How this framework works

From the published notice
Type
Open framework
Call-offs
call-offs may be awarded directly or by further competition
Bids received
8 bids received · 8 suppliers appointed
Framework period
1 yr 7 mo · up to 4 yrs from 24 Jun 2026
Buyer regions
UK
Supplier levy on call-offs (max %)

3.50% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.

The value of the Framework Fee shall be calculated as a percentage of the total value of business conducted by the Supplier under the Framework. Framework Fee payments will be plus VAT at the prevailing rate.

Who may buy through it

As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at www.espo.org/amfile/file/download… ↗) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments(including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. General details on classification of end user establishments and geographical areas are available at: www.espo.org/legal ↗

Published description of the framework

It should be noted that the Framework could be used in a number of ways where inspection & maintenance of indoor gymnasium, fitness & sport equipment and outdoor schools play & sport equipment services are required. Customers wishing to buy Goods and/or Services via the Framework will do so in the following way(s) in accordance with section 45 of the Procurement Act 2023 (and any subsequent amendment or re-enactment thereof):

Call-off without competition

'Calling-off' Goods and/or Services from a Supplier identified who is: a) included in the Framework; b) suitable for meeting the Customer's specific needs; c) delivers to the geographical region of the Customer, and; d) identified as offering the most advantageous solution to the Customer's requirements, based on the Framework's pricing and the additional benefits offered by each Supplier.

Call-off with competition (Further Competitive Selection Process)

'Calling-off' by conducting a further competitive selection process amongst those Suppliers identified in the Framework as being able to supply the required Goods and/or Services. This means that not all competitive selection processes will necessarily include all the Suppliers - a Customer will only invite those Suppliers that are included in the Framework for the particular type and location of contract required. Customers will assess the suppliers as set out in the terms and conditions of the Framework.

Please note that once this Framework is established, the right is reserved by the Customer when running a further competitive selection process, to invite the Suppliers to participate in an eAuction.

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 1 yr 7 moSMEPublished value£8,333,333
Contract period: 24 Jun 2026 – 31 Jan 2028 (1 yr 7 mo) · up to 23 Jun 2030 with extensionsValue: £8,333,333 exc. VAT · £10,000,000 inc. VAT
Delivery: UKEligibility: SME eligible
Extensions: Once the initial period of the framework has ended (i.e., 31 January 2028), there is the option to extend the framework agreement for a further period or periods up until to 23 June 2030 (and which is subject to the performance of the framework). The total estimated framework value captured in this notice includes the option to extend in full as noted above.
37400000 Sports goods and equipment50000000 Repair and maintenance services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Price: 100%
Published sub-criteria (2)
  • Price: 40%
  • Non-Price: 60%
Published award criteria (2)
  • Price
  • Non-Price
Conditions of participation2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

What this means for your bid
  • Price carries 100 of 100 points: a 10% discount moves about 10 points. This one is won on the number: sharpen the price before polishing the prose.
  • “107_26 Inspection and Maintenance of Indoor Gymnasium, Fitness and…” is a framework: the contest is a place on its panel, not a single contract: call-offs may be direct or by further competition.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use the vehicle
As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at https://www.espo.org/amfile/file/download/file/9608/) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments(including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. General details on classification of end user establishments and geographical areas are available at: https://www.espo.org/legal
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
22 May 2025, 11:41 BST
Last source update
11 Aug 2026, 15:40 BST
Award evaluation window
Submission end – 11 Jun 2026
Authority reference
107_26
FTS notice number
2026/S 000-033345
Latest notice
Contract details notice (UK7)
Classification (CPV)
Repair and maintenance servicesSports goods and equipment
Delivery area
UK
Official registry OCID
ocds-h6vhtk-051d1c Find a Tender

How it was run

Official notice
Run through: East Midlands Tendering
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free regional portal
Appointment period ends
15 May 2026, 12:00 BST
Clarification deadline
8 May 2026, 17:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Supplier levy on call-offs (max %)

call-off levy · 3.50% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.

The value of the Framework Fee shall be calculated as a percentage of the total value of business conducted by the Supplier under the Framework. Framework Fee payments will be plus VAT at the prevailing rate.

Detailed submission instructions & authority contactsFrom official release

Refer to all instructions captured via www.eastmidstenders.org ↗

Timeline

22 May 2025 → 11 Aug 2026 · 11 dates
  1. Planning notice published
    22 May 2025, 11:41 BST
  2. Next notice expected318 days ago
    1 Dec 2025, 23:59 GMT
  3. Market engagement267 days ago
    21 Jan 2026, 23:59 GMT

    Supplier engagement is to be undertaken, to help determine:

    • the scope of the framework renewal
    • changes in the market (if any)
    • capacity to meet the framework requirements
    • potential risks in the market
    • feedback on our proposed procurement strategy
    • if social value can be provided to framework users

    Engagement is being undertaken via a Request for Information (RFI) questionnaire hosted on the EastMidsTenders eProcurement Portal (www.eastmidstenders.org ↗). The deadline for responding to the RFI is 17:00 (5pm) on 21 January 2026.

    Suppliers wishing to participate in the RFI MUST first express an interest as follows:

    (a) Go to www.eastmidstenders.org ↗; (b) Register (if not already registered on ProContract); (c) Search for opportunity '107_26' (via "View Opportunities" from the EastMidsTenders Portal); d) Express an interest.

    Suppliers can access and respond to the RFI questionnaire in the Messages section of the eProcurement Portal (via the Activity dashboard once an expression of interest has been registered). Any questions or clarifications should similarly be submitted to ESPO as a message on the eProcurement Portal.

  4. Tender notice published185 days ago
    13 Apr 2026, 14:58 BST
  5. Clarification questions by160 days ago
    8 May 2026, 17:00 BST
  6. Admission / appointment period ends153 days ago · period end, not a bid countdown
    15 May 2026, 12:00 BST
  7. Award decision expected by126 days ago
    11 Jun 2026, 23:59 BST
  8. Contract starts114 days ago
    24 Jun 2026, 00:00 BST
  9. Assessment summaries sent84 days ago
    24 Jul 2026, 00:00 BST
  10. Standstill ends71 days ago
    5 Aug 2026, 23:59 BST
  11. Latest notice published65 days ago
    11 Aug 2026, 15:40 BST

Notice history

13 events · 7 releases on Find a Tender · since 22 May 2025
  1. Pipeline notice published
    22 May 2025, 11:41 BST
    UK1
  2. Pipeline notice published
    23 May 2025, 10:53 BST
    UK1
  3. Preliminary market engagement notice published
    12 Jan 2026, 09:49 GMT
    UK2
  4. Tender notice published
    13 Apr 2026, 14:58 BST
    UK4
  5. Published value published: £8,333,333
    13 Apr 2026, 14:58 BST
  6. Status changed to active
    13 Apr 2026, 14:58 BST
  7. Procurement method changed
    13 Apr 2026, 14:58 BST
  8. Deadline published: 15 May 2026, 12:00 BST
    13 Apr 2026, 14:58 BST
  9. Contract award notice published
    24 Jul 2026, 16:24 BST
    UK6
  10. Status changed to complete
    24 Jul 2026, 16:24 BST
  11. Contract signature expected
    6 Aug 2026, 23:59 BST
    scheduled
  12. Contract details notice published
    11 Aug 2026, 15:22 BST
    UK7
  13. Contract details notice published
    11 Aug 2026, 15:40 BST
    UK7
Published amendments (1)

Updated the Procurement Reference to reflect the expected / intended new procurement that may take place as per this Pipeline notice. Please note though this is an ESPO Pipeline notice only, and no further details can be provided for this and at this stage.

Routine re-releases (7)
  • 2026-04: 1 release · 13 Apr 2026
  • 2026-01: 1 release · 12 Jan 2026
  • 2025-05: 2 releases · 22 May 2025, 23 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 81 award · see the list ↓
Bids received 88 from SMEs
Named bidders 8published on the award notice
Contracts signed 1latest 6 Aug 2026
Awarded toValueDateStatus
ACE PLAY LIMITED (07163413)SME, Balance Leisure Fitness LtdSME, CONTINENTAL SPORTS LIMITED (00830200)SME, FITNESS WAREHOUSE LIMITED (03349377) - t/a Gym GearSME, SAFEPLAY PLAYGROUND SERVICES LTD (04359116)SME, SERVICE SPORT (UK) LIMITED (03744012)SME +2 more6 Aug 2026 – 6 Feb 2028 · up to 5 Aug 2030Extensions: Once the initial period of the framework has ended (i.e., 06 February 2028), there is the option to extend the framework agreement for a further period or periods up until to 05 August 2030 (and which is subject to the performance of the framework). The total estimated framework value captured in this notice includes the option to extend in full as noted above.£8,333,33316 Jul 2026Awarded

Contracts

Bid statistics published by the authority

BidsSMEVCSEValid bid range
8final-stage tenders · 10 at stage one80—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

Leicestershire County Council, trading as ESPO

Contracting authorityPublic authority - sub-central government GB-PPON: PYDD-1122-TCVN Barnsdale Way, Grove Park, Enderby, Leicester, East Midlands, LE19 1ESContact name, email

Framework contractors & participating bidders

8 commercial parties on the notice

Official documents & specifications (11)

Official links; attachments are not copied

Tender pack and attachments

  • Signed contract contractSigned contractPDFFramework Schedule 3 - Form of Contract and Call Off Terms
  • Technical specifications tenderTechnical specificationsPlease refer to the tender documents (see above for further details including summary instructions on how to access these).
  • Bidding documents and specifications tenderBidding documents and specificationsTo tender (please proceed to step (e) if an expression of interest has already been completed): (a) Go to https://www.eastmidstenders.org/ (b) Register (if not already registered on ProContract); (c) Search for tender opportunity '107_26' (via "View Opportunities" from the EastMi…
  • Signed contract contractSigned contractPDFFramework Agreement

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender
  • Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender
  • Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender