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Published 6 Sept 2024, 14:20 BST

Official UK procurement notice

238_25 Physical Education, Outdoor Leisure and Fitness (including Swimming) and Mats

Official notice

Authority: ESPO·Consortium: 2 public authorities

Framework agreement5 lotsGoodsOpen procedureSME suitable
Sectors: Musical instruments, sport goods, games, toys, handicraft, art materials and accessories (37) Delivery: UK
Framework ceiling (notional)£3,680,000total for 5 lots · framework ceiling, not attributable revenue
Submissions closed 14 Oct 2024awarded 7 Feb 2025
Lots 5see the lot list below
Framework period 2 yrs 1 moends 31 Mar 2027 · extension options published · starts 1 Mar 2025

What is being bought5 lots · detail below

Published requirement description

The supply of primary and secondary physical education equipment, swimming equipment, fitness equipment, outdoor leisure and games, and mats to be supplied direct to customer establishments and to the ESPO distribution centre.

CPV: Fitness equipments · Gymnasium mats · Leisure equipment · Musical instruments, sport goods, games, toys, handicraft, art materials and accessories · Sports goods and equipment · Swim goggles or swim fins

How this framework works

From the published notice
Bids received
12 bids on the busiest of 5 lots · 9 suppliers appointed
Framework period
2 yrs 1 mo from 1 Mar 2025

Lots and requirements (5)Procurement structure

5 lots · all with a published value · same evaluation weights on every lot
Lot #1Physical Education EquipmentAwarded 2 yrs 1 moPublished value£2,000,000

The supply of physical education equipment (including, but not limited to, play balls, hoops/skipping, throwing and other primary/secondary PE resources) to the ESPO Distribution Centre, Leicester and for direct delivery to individual customer establishments.

Contract period: 1 Mar 2025 – 31 Mar 2027 (2 yrs 1 mo)
Delivery: UK
Extensions: The framework agreement has the option to extend for up to a further 23 months. The total estimated values stated include the option period.Variant bids: not allowed
37000000 Musical instruments, sport goods, games, toys, handicraft, art materials and accessories
Lot #2Swimming EquipmentAwarded 2 yrs 1 moPublished value£160,000

The supply of swimming equipment (including, but not limited to, goggles, floats and other swimming resources) to the ESPO Distribution Centre, Leicester and for direct delivery to individual customer establishments.

Contract period: 1 Mar 2025 – 31 Mar 2027 (2 yrs 1 mo)
Delivery: UK
Extensions: The framework agreement has the option to extend for up to a further 23 months. The total estimated values stated include the option period.Variant bids: not allowed
37412340 Swim goggles or swim fins
Lot #3Fitness EquipmentAwarded 2 yrs 1 moPublished value£280,000

The supply of fitness equipment (including, but not limited to, weights, yoga/stability equipment etc) to the ESPO Distribution Centre, Leicester and for direct delivery to individual customer establishments.

Contract period: 1 Mar 2025 – 31 Mar 2027 (2 yrs 1 mo)
Delivery: UK
Extensions: The framework agreement has the option to extend for up to a further 23 months. The total estimated values stated include the option period.Variant bids: not allowed
37416000 Leisure equipment37440000 Fitness equipments
Lot #4Gymnastic, Landing and Exercise Mats and Mat TrolleysAwarded 2 yrs 1 moPublished value£1,000,000

The supply of gymnastic, landing and exercise mats & mat trolleys to the ESPO Distribution Centre, Leicester and for direct delivery to individual customer establishments.

Contract period: 1 Mar 2025 – 31 Mar 2027 (2 yrs 1 mo)
Delivery: UK
Extensions: The framework agreement has the option to extend for up to a further 23 months. The total estimated values stated include the option period.Variant bids: allowed
37421000 Gymnasium mats
Lot #5Leisure and Outdoor GamesAwarded 2 yrs 1 moPublished value£240,000

The supply of outdoor leisure and games to the ESPO Distribution Centre, Leicester and for direct delivery to individual customer establishments.

Contract period: 1 Mar 2025 – 31 Mar 2027 (2 yrs 1 mo)
Delivery: UK
Extensions: The framework agreement has the option to extend for up to a further 23 months. The total estimated values stated include the option period.Variant bids: not allowed
37000000 Musical instruments, sport goods, games, toys, handicraft, art materials and accessories

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 · same split on all 5 lots
Quality: 20%Price: 80%
Published sub-criteria (2)
  • Non-Price: 20%
  • price: 80%
Published award criteria (2)
  • Non-Price: 20
  • Price: 80
What this means for your bid
  • Price carries 80 of 100 points: a 10% discount moves about 8 points. This one is won on the number: sharpen the price before polishing the prose.
  • “238_25 Physical Education, Outdoor Leisure and Fitness (including…” is a framework: the contest is a place on its panel, not a single contract.

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
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
6 Sept 2024, 14:20 BST
Last source update
13 Mar 2025, 12:26 GMT
Award evaluation window
7 Oct 2024 – …
Authority reference
238_25
FTS notice number
2025/S 000-009187
Classification (CPV)
Fitness equipmentsGymnasium matsLeisure equipmentMusical instruments, sport goods, games, toys, handicraft, art materials and accessoriesSports goods and equipmentSwim goggles or swim fins
Delivery area
UK
Official registry OCID
ocds-h6vhtk-0498d1 Find a Tender
Contract terms
Performance terms

The minimum financial requirement for the purposes of the current tender exercise is stated in the procurement documents. However in summary, Tenderers are required to have positive net assets / shareholder funds.

If a Tenderer fails to pass the financial assessment and is part of a larger group, provided that the group accounts are provided to ESPO on request and these pass the financial test, a parent company guarantee may be acceptable provided the Tenderer is a 100% wholly owned subsidiary within the group.

In addition, ESPO will use a Credit Reference Agency to provide information on Tenderers. Where the Credit Reference Agency assigns the Tenderer a score indicating higher than moderate financial risk, ESPO will give further consideration to the financial information and financial stability of the Tenderer.

If ESPO has any reasonable cause for concern in relation to this information that cannot be reasonably resolved then this could give rise to the tender being rejected.

This contract will contain a contract monitoring clause which will require suppliers to ensure that there is no material detrimental change in their financial standing and/or their credit rating (as determined by use of a Credit Reference Agency). Bi-annual review meetings will be held.

Review and risk notes
Review procedure

Information on deadlines(s) for review procedures can be found in Part 3, Chapter 6 of the Public Contracts Regulations 2015.

How it was run

Official notice
Run through: East Midlands Tendering
Supplier login requiredLanguage: EN
Access & registration note: Free regional portal
Appointment period ends
14 Oct 2024, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
120 days from the deadline
Bids opened
7 Oct 2024, 12:01 BST
Detailed submission instructions & authority contactsFrom official release

www.eastmidstenders.org ↗

Timeline

7 Oct 2024 → 13 Mar 2025 · 4 dates
  1. Bids opened
    7 Oct 2024, 12:01 BST
  2. Admission / appointment period endsperiod end, not a bid countdown
    14 Oct 2024, 12:00 BST
  3. Contract starts
    1 Mar 2025
  4. Notice published
    13 Mar 2025, 12:26 GMT

Notice history

3 events · 3 releases on Find a Tender · since 3 Oct 2024
  1. Deadline moved to 14 Oct 2024, 12:00 BST
    3 Oct 2024, 14:23 BST
    +7 days · was 7 Oct 2024, 12:00 BST
  2. Status changed to complete
    13 Mar 2025, 12:26 GMT
  3. Buyer details updated
    13 Mar 2025, 12:26 GMT
Published amendments (1 · 1 deadline change)
WhenWhatBeforeAfterShift
—DeadlineTime limit for receipt of tenders or requests to participate · IV.2.27 Oct 202414 Oct 2024+7 d
—Bid openingConditions for opening of tenders · IV.2.77 Oct 202414 Oct 2024+7 d

The Closing date for submission of Tenders has been extended to 12:00, 14 October 2024.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 9admitted to the panel · see the list ↓
Bids received 1212 from SMEs · busiest of 5 lots
Contracts signed 5latest 7 Feb 2025

5 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Lot 1 - Physical Education Equipment

    Signed
    7 Feb 2025
    Value
    £2,000,000
    Period
    … – 31 Mar 2027
    Status
    active

  • Lot 2 - Swimming Equipment

    Signed
    7 Feb 2025
    Value
    £160,000
    Period
    … – 31 Mar 2027
    Status
    active

  • Lot 3 - Fitness Equipment

    Signed
    7 Feb 2025
    Value
    £280,000
    Period
    … – 31 Mar 2027
    Status
    active

  • Lot 4 - Gymnastic, Landing and Exercise Mats and Mat Trolleys

    Signed
    7 Feb 2025
    Value
    £1,000,000
    Period
    … – 31 Mar 2027
    Status
    active

  • Lot 5 - Leisure and Outdoor Games

    Signed
    7 Feb 2025
    Value
    £240,000
    Period
    … – 31 Mar 2027
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Physical Education Equipment12bids · 12 electronic12——
2 · Swimming Equipment12bids · 12 electronic12——
3 · Fitness Equipment12bids · 12 electronic12——
4 · Gymnastic, Landing and Exercise Mats and Mat Trolleys12bids · 12 electronic12——
5 · Leisure and Outdoor Games12bids · 12 electronic12——

Contracting authority & participating public bodies

2 public bodies on the notice

ESPO

Contracting authorityRegional or local authorityLocal Authority Services Barnsdale Way, Grove Park, Enderby, LEICESTER, East Midlands, LE19 1ESContact name, email Published organisation website ↗

Dispute resolution & review bodies

  • The Royal Court of JusticeReview body LONDON

Framework contractors & participating bidders

9 commercial parties on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria