Find a TenderAwardedContract details notice
Published 23 Feb 2026, 16:36 GMT

Official UK procurement notice

Contract for Legacy Hardware Maintenance Contract

Official notice

Authority: City & County of Swansea (Local council)

ServicesBelow threshold - open competitionBelow thresholdSME suitableVCSE suitable
Published estimate£50,000≈ £17k / year · £60,000 inc. VAT40% below published estimate
Submissions closed 23 Mar 2026awarded 27 Apr 2026
Awarded to One Source IT Ltd
Contract term 3 yrsends 31 Mar 2029 · starts 1 Apr 2026

What is being bought

Published requirement description

We are seeking a supplier to provide break fix resolution to legacy hardware used by the City and County of Swansea as detailed in the specification. This will be a three year contract but there will be a reduction over the three years in the hardware requiring cover. A list of the current hardware requirement is provided, please note that the primary data centre in the Civic Centre is due to be closed March 2027. Most of the hardware at this site will be decommissioned but some (TBC) may be repurposed in alternative sites. Please provide a price per line item for the cost for the whole contract. Swansea Council acknowledge that some of the items may no longer be supported please indicate on the schedule any items you are unable to cover Please note the Council reserves the right not to, and may, remove certain items from the final awarded maintenance support contract. All bids will then be evaluated against that final hardware item list on a like for like basis.

CPV: IT services: consulting, software development, Internet and support · Office and computing machinery, equipment and supplies except furniture and software packages · Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment

The lotProcurement structure

single lot · value published
Lot #1Awarded 3 yrsSMEVCSEPublished value£50,000
Contract period: 1 Apr 2026 – 31 Mar 2029 (3 yrs)Value: £50,000 exc. VAT · £60,000 inc. VAT
Delivery: WalesEligibility: SME eligibleVCSE eligible
Pre-qualification & selection criteria (PQQ)1
  • Condition of participation

    Please provide a price per line item for the cost for the whole contract. Swansea Council acknowledge that some of the items may no longer be supported please indicate on the schedule any items you are unable to cover Please note the Council reserves the right not to, and may, remove certain items from the final awarded maintenance support contract.

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
Quality: 20%Price: 80%
Published award criteria (2)
  • Quality: Quality: 20%, broken down as— Flexibility in repayment options as council removes items from support 10% Ability to cover all items in schedule 10%
  • Price: Price: 80%, broken down as— Total 80%
Conditions of participation1
  • Condition of participation

    Please provide a price per line item for the cost for the whole contract. Swansea Council acknowledge that some of the items may no longer be supported please indicate on the schedule any items you are unable to cover Please note the Council reserves the right not to, and may, remove certain items from the final awarded maintenance support contract.

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.

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

Procedure terms & legal framework

From the official record
Procedure method
Below threshold - open competition
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Below threshold
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
23 Feb 2026, 16:36 GMT
Last source update
13 May 2026, 16:36 BST
Authority reference
CCS/25/331
FTS notice number
2026/S 000-016230
Latest notice
Contract details notice (UK7)
Classification (CPV)
IT services: consulting, software development, Internet and supportOffice and computing machinery, equipment and supplies except furniture and software packagesRepair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
Delivery area
Wales (UKL18)
Official registry OCID
ocds-h6vhtk-065a7b Find a Tender

How it was run

Official notice
Run through: Sell2Wales · Who buys & how to bid on Sell2Wales
Electronic submission allowed
Submission deadline
23 Mar 2026, 12:00 GMT
Clarification deadline
16 Mar 2026, 12:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Detailed submission instructions & authority contactsFrom official release

Project ref No. 62257 ITT Ref No. 115848 Register your company on the eTenderWales portal (this is only required once):— Navigate to the portal: etenderwales.bravosolution.co.xn--uk-81t ↗ Click the “Suppliers register here” link.— Enter your correct business and user details.— Note the username you chose and click “Save” when complete.— You will shortly receive an e-mail with your unique password (please keep this secure).— Agree to the terms and conditions and click “continue”.2. Express an interest in the project:— Login to the portal with your username/password.— Click the “ITTs Open to All Suppliers” link (these are the ITTs open to any registered supplier).— Click on the relevant ITT to access the content.— Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.— This will move the ITT into your “My ITTs” page (this is a secure area reserved for your projects only).— Click on the ITT code. You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.3. Responding to the invitation to tender:— You can now choose to “Reply” or “Reject” (please give a reason if rejecting).— You can now use the “Messages” function to communicate with the buyer and seek any clarification.— Note the deadline for completion, then follow the onscreen instructions to complete the ITT.— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).If you require any further assistance use the online help. Alternatively, the BravoSolution helpdesk can be contacted (Monday to Friday, 8:00 to 18:00) on:— E-mail: [email protected]— Phone: +44 8003684850Thanks

Timeline

23 Feb 2026 → 13 May 2026 · 5 dates
  1. Tender notice published245 days ago
    23 Feb 2026, 16:36 GMT
  2. Clarification questions by224 days ago
    16 Mar 2026, 12:00 GMT
  3. Submission deadline217 days ago
    23 Mar 2026, 12:00 GMT
  4. Contract starts209 days ago
    1 Apr 2026, 00:00 BST
  5. Latest notice published166 days ago
    13 May 2026, 16:36 BST

Notice history

3 events · 2 releases on Find a Tender · since 23 Feb 2026
  1. Tender notice published
    23 Feb 2026, 16:36 GMT
    UK4
  2. Contract details notice published
    13 May 2026, 16:36 BST
    UK7
  3. Status changed to complete
    13 May 2026, 16:36 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £30,0001 contract exc. VAT
Contracts signed 1latest 27 Apr 2026
Awarded toValueDateStatus
One Source IT Ltd£30,000 †—Awarded

Contracts

  • Contract for Legacy Hardware Maintenance Contract · One Source IT Ltd

    Signed
    27 Apr 2026
    Value
    £30,000
    Period
    1 May 2026 – 30 Apr 2029
    Status
    active

Contracting authority & participating public bodies

City & County of Swansea

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations apply GB-PPON: PYYD-8699-BJGD Civic Centre, Swansea, Wales, SA1 3SNContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • One Source IT LtdAwarded supplierGB-PPON: PTHV-7454-TBPY Unit 1 Westleigh Business Park, Winchester Avenue, Blaby, East Midlands, LE8 4EZContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender