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Published 24 Jun 2025, 09:56 BST

Official UK procurement notice

ICT Hardware and Software Support and Maintenance framework

Official notice

Authority: Stoke-on-Trent City Council (Local council)

Framework agreementGoodsOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Software Packages & ERP (48) Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)
+5 moreEast Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
Framework ceiling (notional)£15,000,000framework ceiling, not attributable revenue · 1 value update
Submissions closed 6 Oct 2025awarded 9 Dec 2025
Awarded to Softcat Plc
Framework period 4 yrsends 13 Nov 2029 · starts 14 Nov 2025

What is being bought

Published requirement description

Stoke-on-Trent City Council wishes to appoint an Information Communication Technology partner to assist in the supply, delivery, maintenance, support and implementation of its ICT requirements over a four year period. The framework will be made available to public contracting authorities in Stoke-on-Trent, Staffordshire and Cheshire.

CPV: Communication and multimedia software package · Information systems and servers · Office and computing machinery, equipment and supplies except furniture and software packages · Software package utilities

How this framework works

From the published notice
Type
Open framework
Call-offs
call-offs are awarded directly to appointed suppliers, without further competition
Places
up to 1 suppliers · 4 bids received (4.0 per place) · 1 appointed (full)
Framework period
4 yrs from 14 Nov 2025
Buyer regions
UKD62, UKG23, UKG24
Supplier levy on call-offs (max %)

3% of call-off value · A rebate of 3% will be applied to spend from other participating local authorities who access the framework agreement. This arrangement supports the administration and management of the framework

Who may buy through it

This framework may be used by the Council and other UK public sector bodies operating within the geographical regions selected in this notice. This includes (but is not limited to) local authorities, NHS bodies, police and emergency services, housing associations, and other contracting authorities as defined in the Public Contracts Regulations 2015 and the Procurement Act 2023.

Published description of the framework

When a Customer wishes to procure Deliverables, they may issue a Call-Off Invitation to the Supplier, requesting a Quotation. The Supplier will respond with a Quotation that

includes: A description of the proposed Deliverables; Any relevant implementation or delivery plans; and Pricing, calculated in accordance with the agreed Pricing Mechanism, which includes:

the anticipated cost of the Deliverables,

an agreed margin, and

(for Non-Council Customers only) a management charge.

If the Customer accepts the Quotation, they will issue an Order, forming a call-off contract.

This contract will incorporate: the terms of the Framework Agreement,

the Customer's Order,

any specific requirements issued with the Call-Off Invitation, and

the Supplier's Quotation.

Customers are not obligated to proceed with a call-off after receiving a Quotation and may

cancel or delay the process without incurring any cost or penalty.

Call-offs published through it1

Notices that name this framework as their framework in the official record. Many call-offs are never published, so this is a floor, not utilisation.

The lotProcurement structure

single lot · value published
Lot #1Awarded 4 yrsSMEVCSEPublished value£15,000,000
Contract period: 14 Nov 2025 – 13 Nov 2029 (4 yrs)Value: £15,000,000 exc. VAT · £18,000,000 inc. VAT
Delivery: North East, North West, Yorkshire & Humber, East Midlands, West Midlands, East of England, London, South East, South WestEligibility: SME eligibleVCSE eligible
30000000 Office and computing machinery, equipment and supplies except furniture and software packages48500000 Communication and multimedia software package48700000 Software package utilities48800000 Information systems and servers
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Capacity conditions are included within the tender questionnaire

  • Technical & professional ability

    Equivalent qualifications and standards are included within the tender questionnaire

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: 65%Price: 20%Social value: 15%
Published sub-criteria (11)
  • Software Management: 15%
  • Account Management: 15%
  • Software and Hardware Roadmaps: 10%
  • Hardware Maintenance: 10%
  • Technical Support: 10%
  • Benchmarking: 5%
  • Server Maintenance - Basket of Goods: 5%
  • Hardware Basket of Goods: 5%
  • Percentage Mark up on Hardware: 5%
  • Percentage Mark up on Service: 5%
  • Social Value: 15%
Published award criteria (11)
  • Software Management
  • Account Management
  • Social Value
  • Software and Hardware Roadmaps
  • Hardware Maintenance
  • Technical Support
  • Benchmarking
  • Server Maintenance - Basket of Goods
  • Hardware Basket of Goods
  • Percentage Mark up on Hardware
  • Percentage Mark up on Service
Conditions of participation2
  • Economic & financial standing

    Capacity conditions are included within the tender questionnaire

  • Technical & professional ability

    Equivalent qualifications and standards are included within the tender questionnaire

What this means for your bid
  • Price carries 20 of 100 points: a 10% discount moves about 2 points. The method statement decides this lot, not the discount.
  • “ICT Hardware and Software Support and Maintenance framework” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract, and call-offs are awarded directly: getting appointed is the whole game.

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
Goods
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
This framework may be used by the Council and other UK public sector bodies operating within the geographical regions selected in this notice. This includes (but is not limited to) local authorities, NHS bodies, police and emergency services, housing associations, and other contracting authorities as defined in the Public Contracts Regulations 2015 and the Procurement Act 2023.
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
24 Jun 2025, 09:56 BST
Last source update
8 Apr 2026, 11:39 BST
Award evaluation window
Submission end – 4 Nov 2025
Authority reference
S R/2025/478
FTS notice number
2025/S 000-052697
Latest notice
Contract details notice (UK7)
Classification (CPV)
Communication and multimedia software packageInformation systems and serversOffice and computing machinery, equipment and supplies except furniture and software packagesSoftware package utilities
Delivery area
North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
Official registry OCID
ocds-h6vhtk-05523f Find a Tender

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
6 Oct 2025, 16:00 BST
Clarification deadline
19 Sept 2025, 16:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Supplier levy on call-offs (max %)

call-off levy · 3% of call-off value · A rebate of 3% will be applied to spend from other participating local authorities who access the framework agreement. This arrangement supports the administration and management of the framework

Detailed submission instructions & authority contactsFrom official release

procontract.due-north.com/Procurer/Advert/View ↗

Timeline

24 Jun 2025 → 8 Apr 2026 · 10 dates
  1. Planning notice published
    24 Jun 2025, 09:56 BST
  2. Next notice expected
    28 Aug 2025, 23:59 BST
  3. Tender notice published
    1 Sept 2025, 10:21 BST
  4. Clarification questions by397 days ago
    19 Sept 2025, 16:00 BST
  5. Admission / appointment period ends380 days ago · period end, not a bid countdown
    6 Oct 2025, 16:00 BST
  6. Award decision expected by350 days ago
    4 Nov 2025, 23:59 GMT
  7. Contract starts341 days ago
    14 Nov 2025
  8. Assessment summaries sent316 days ago
    9 Dec 2025
  9. Standstill ends306 days ago
    18 Dec 2025, 23:59 GMT
  10. Latest notice published196 days ago
    8 Apr 2026, 11:39 BST

Notice history

11 events · 5 releases on Find a Tender · since 24 Jun 2025
  1. Pipeline notice published
    24 Jun 2025, 09:56 BST
    UK1
  2. Planned procurement notice published
    26 Aug 2025, 16:22 BST
    UK3
  3. Published value published: £15,000,000
    26 Aug 2025, 16:22 BST
  4. Deadline published: 2 Oct 2025, 16:00 BST
    26 Aug 2025, 16:22 BST
  5. Tender notice published
    1 Sept 2025, 10:21 BST
    UK4
  6. Status changed to active
    1 Sept 2025, 10:21 BST
  7. Deadline moved to 6 Oct 2025, 16:00 BST
    1 Sept 2025, 10:21 BST
    +4 days · was 2 Oct 2025, 16:00 BST
  8. Contract award notice published
    9 Dec 2025, 12:12 GMT
    UK6
  9. Status changed to complete
    9 Dec 2025, 12:12 GMT
  10. Contract signature expected
    22 Dec 2025, 23:59 GMT
    scheduled
  11. Contract details notice published
    8 Apr 2026, 11:39 BST
    UK7
Routine re-releases (5)
  • 2025-08: 1 release · 26 Aug 2025
  • 2025-06: 1 release · 24 Jun 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 11 award · see the list ↓
Bids received 4
Named bidders 4published on the award notice
Contracts signed 1latest 1 Jan 2026
Awarded toValueDateStatus
Softcat Plc22 Dec 2025 – 21 Dec 2029£15,000,0009 Dec 2025Awarded

Contracts

  • Contract 1 · Softcat Plc

    Signed
    1 Jan 2026
    Value
    £15,000,000
    Period
    1 Jan 2026 – 21 Dec 2027 · up to 31 Dec 2029 with extensions
    Status
    active
    Extensions
    Two 12 month options to extend

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4final-stage tenders · 6 at stage one00—

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

Stoke on Trent City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PDQZ-1442-RZTZ Civic Centre, Glebe Street, Stoke-on-Trent, West Midlands, ST4 1HHContact name, email

Framework contractors & participating bidders

4 commercial parties on the notice · 1 awarded
  • INSIGHT DIRECT (UK) LTDBidder / tendererGB-COH: 02579852GB-PPON: PVDG-2635-GTLY 1st Floor St Paul's Place, Sheffield, Yorkshire & Humber, S1 2JF
  • SOFTCAT PLCFramework contractorGB-COH: 02174990GB-PPON: PZRT-9169-TVMT Solar House, Fieldhouse Lane, Marlow, South East, SL7 1LWContact email
  • SPECIALIST COMPUTER CENTRES PLCBidder / tendererGB-COH: 01428210GB-PPON: PLNM-8883-CCXP James House, Birmingham, West Midlands, B11 2LE
  • TRUSTMARQUE SOLUTIONS LIMITEDBidder / tendererGB-COH: 02183240GB-PPON: PGCD-9498-WYHR Marlborough House Westminster Place, York, Yorkshire & Humber, YO26 6RW

Official documents & specifications (5)

Official links; attachments are not copied

Notices published for this procedure

  • 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
  • Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender
  • Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender