Official UK procurement notice
ICT Managed Services & Digital Transformation Solutions (1223)
Authority: YPO (Public body)·Consortium: 2 public authorities
What is being bought4 lots · detail below
Published requirement descriptionYPO is looking to establish a framework for the delivery and supply of ICT Managed Services, Digital and Physical Document and Records Management, Print and Digital Communication Solutions and Digital Transformation projects.
The end customer will place orders directly with the Supplier following an Award Without Competition or Competitive Selection Process on a “contract” basis whereby the Supplier will deliver direct to the end customer on an agreed basis. Invoices and payments are dealt with directly between the end customer and the Supplier.
- The authority expects to re-tender this requirement around 4 Jun 2030, 23:59 BST.
- How the procedure runs: Stage 1 - Invitation to Submit Tender. In summary, this will consist of pre-qualification checks such as: - Shortlisting Question - Conditions of Participation (COP) - Mandatory Requirements (MRs) - Procurement Specific Questionnaire (PSQ) Stage 2 - Invitation to Submit Final Tenders - Evaluation of Award Questions (Price, Quality, Social Value/Sustainability/Modern Slavery) -Further MR questions The procurement will conclude after Stage 2, with a view of YPO awarding the the most advantages tenderers.
CPV: Archive destruction services · Archive services · Archiving services · Auditing services · Automation system · Backup or recovery software package · Bulk-mailing equipment · Business cards · Business forms · Colour graphics printers · Communication software package · Communications equipment · +110 more
How this framework works
From the published notice- Type
- Open framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Framework period
- 4 yrs from 4 Dec 2026, N/A
- Supplier levy on call-offs (max %)
1% of call-off value · 1% retrospective rebate applied to all Lots, payable by the supplier upon all invoiced spend through the Framework.
Who may buy through it
The Framework will be open and free to use for the whole of the public sector, including but not limited to Education, Local Authorities, Central Government, Charities, NHS, Blue Light, Housing, Higher Education.
For clarity, YPO's permissible users are linked below:
Published description of the framework
Closed Framework which will run for 4 years with the option for Contracting Authorities to Call-off via either award without competition or competitive selection process.
The end customer will place orders directly with the Supplier following an Award Without Competition or Competitive Selection Process on a “contract” basis whereby the Supplier will deliver direct to the end customer on an agreed basis. Invoices and payments are dealt with directly between the end customer and the Supplier.
Contracting Authorities will be permitted to Call-off this Framework via either award without competition of by running a competitive selection process. Full details of each Call-off methods can be found within the procurement documents.
Prices for award without competition will be determined/assessed within Stage 2 - Invitation to Submit Tender.
Personnel Rate Card - The 30% cost evaluation within Stage 2 – IST is anticipated to be via Personnel Rate Card submission. The rate cards must be ceiling prices and fixed for an initial period of 12 months from the commencement date of the Framework Agreement.
After the initial 12 month period, Providers may request price amendments to the Personnel Rate Card. Price amendments must be agreed with YPO, and price increases must be backed up with evidence to support the increase.
Catalogue Lines - YPO also anticipate requesting cost information/details from Tenderers which is mandatory. Though this will not be utilised for evaluation purposes, it will contain mandatory cells within which require completion. The details provided within this tab are for information purposes only. YPO encourage Tenderers to provide as much detail as possible so that the information and pricing can be fully considered when establishing an award without competition.
Further Pricing Information - YPO anticipate allowing a final tab within the Pricing Schedules for Tenderers to provide further pricing information. Within this Tab, we anticipate there to be 6 non-mandatory tables available for completion. This tab will not be utilised for evaluation purposes. While Tenderers are not required to complete them, we encourage they provide as much detail as possible so that the information and pricing can be fully considered when establishing an award without competition.
After an initial 12 month period, each amendment or additional pricing entry against ALL price submissions must reflect maximum prices and remain fixed for a minimum of 12 months from the date of submission.
Any price increase requested outside of the annual price review will be reviewed on a case-by-case basis, in exceptional circumstances.
Prices may be lowered at any point in time in suppliers services and product offers within Customer Call-offs.
YPO reserve the right to reject any submissions where prices are deemed abnormally low or unsustainable.
Prices for Competitive Selection Process will be fully re-opened and determined at the Contracting Authorities' Competitive Selection Process stage.
Lots and requirements (4)Procurement structure
4 lots · all with a published value · same conditions of participation on every lot · evaluation weights differ by lotEvery one of these 4 lots carries the same published figure, £500,000,000: it is the framework's maximum for the whole notice, not each lot's own budget, and no share per lot is published. The cards below say ceiling above rather than repeat it.
Lot #1Pillar 1 - ICT Managed Servicesceiling above
For the provision of ICT Managed Services to all public sector establishments.
Please view the specification for full details of Pillar 1.
- Economic & financial standing
Please refer to Tender Documents for information.
- Technical & professional ability
Please refer to Tender Documents for information.
- Condition of participationshortlisting
Please refer to Tender Documents for information.
Lot #2Pillar 2 - Digital and Physical Records Managementceiling above
For the provision of digital and physical document and records management applicable to all public sector establishments ranging in environments (i.e on-premise, cloud options or hyrbid). Please view the specification for full details of Pillar 2.
- Economic & financial standing
Please refer to Tender Documents for information.
- Technical & professional ability
Please refer to Tender Documents for information.
- Condition of participationshortlisting
Please refer to Tender Documents for information.
Lot #3Pillar 3 - Print and Digital Communicationsceiling above
Print and Digital Communication solutions applicable to all public sector environments. This includes inbound and outbound digital communications, external print such as promotional items/materials, bulk/high-volume print, printing devices, print audits.
Please view the specification for full details of Pillar 3.
- Economic & financial standing
Please refer to Tender Documents for information.
- Technical & professional ability
Please refer to Tender Documents for information.
- Condition of participationshortlisting
Please refer to Tender Documents for information.
Lot #4Pillar 4 - Digital Transformationceiling above
Pillar 4 will be an automatic award for tenderers who are successfully awarded onto:
Pillar 1 – SL 1
Pillar 2 – All SL’s except SL 2 document storage (physical records)
Pillar 3 – All SL’s
will automatically be awarded onto Pillar 4.
The service lines and full specification details can be found within the specification document.
- Economic & financial standing
Please refer to Tender Documents for information.
- Technical & professional ability
Please refer to Tender Documents for information.
- Condition of participationshortlisting
Please refer to Tender Documents for information.
What it takes to wini
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 morei
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).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Social value | Split |
|---|---|---|---|---|
| 1 · Pillar 1 - ICT Managed Services | 50% | 30% | 20% | |
| 2 · Pillar 2 - Digital and Physical Records Management | 50% | 30% | 20% | |
| 3 · Pillar 3 - Print and Digital Communications | 50% | 30% | 20% |
- Economic & financial standing
Please refer to Tender Documents for information.
- Technical & professional ability
Please refer to Tender Documents for information.
- Condition of participationshortlisting
Please refer to Tender Documents for information.
- Price carries 30 points on every lot: a 10% discount moves about 3 points.
- “ICT Managed Services & Digital Transformation Solutions (1223)” 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
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- The Framework will be open and free to use for the whole of the public sector, including but not limited to Education, Local Authorities, Central Government, Charities, NHS, Blue Light, Housing, Higher Education. For clarity, YPO's permissible users are linked below: https://www.ypo.co.uk/about/governance/transparency/permissible-users https://www.nepo.org/associate-membership/permissible-users
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 4 Jun 2030
- First published
- 14 Jan 2026, 17:01 GMT
- Last source update
- 12 Mar 2026, 11:50 GMT
- Award evaluation window
- Submission end – 4 Dec 2026
- Authority reference
1223- FTS notice number
2026/S 000-021549- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-060615Find a Tender- Contract terms summary
Please refer to Tender Documents for information.
- How it runs
Stage 1 - Invitation to Submit Tender.
In summary, this will consist of pre-qualification checks such as:
- Shortlisting Question
- Conditions of Participation (COP)
- Mandatory Requirements (MRs)
- Procurement Specific Questionnaire (PSQ)
Stage 2 - Invitation to Submit Final Tenders
- Evaluation of Award Questions (Price, Quality, Social Value/Sustainability/Modern Slavery)
-Further MR questions
The procurement will conclude after Stage 2, with a view of YPO awarding the the most advantages tenderers.
- Risks
Please view Tender Documents for information.
How it was run
Official notice- Requests to participate (first stage)
- 17 Apr 2026, 12:00 BST
- Appointment period ends
- 17 Apr 2026, 12:00 BST
- Clarification deadline
- 27 Mar 2026, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
call-off levy · 1% of call-off value · 1% retrospective rebate applied to all Lots, payable by the supplier upon all invoiced spend through the Framework.
Please refer to Tender Documents for information.
Timeline
14 Jan 2026 → 4 Dec 2026 · 9 dates- Planning notice published284 days ago14 Jan 2026, 17:01 GMT
- Market engagement254 days ago13 Feb 2026, 23:59 GMT
Stage 3 – PME Notice, T&Cs and Pre – Tenders Conference (Final Stage)
YPO is issuing this Prior Market Engagement (PME) Notice as the final step in its engagement process, ensuring all interested parties have had the opportunity to contribute and engage with YPO before the tender for the proposed procurement is released.
Within this final stage, YPO invites all interested parties to submit any questions or feedback relating to the proposed procurement, including any queries or observations on the suitability and clarity of the Terms and Conditions. Please note, any comments or feedback should focus on clarity, proportionality and practical application. Suggested drafting changes or alternative wordings may be noted for consideration.
In order to request visibility of the proposed T&Cs, please do so by emailing [email protected] and the ICT Procurement Team will forward the relevant documents within 2 working days of the request.
The deadline to submit any questions relating to this proposed procurement solution, and any queries/suggested amendments to the Terms and Conditions is mid-day on 13th February 2026.
Pre – Tenders Conference
YPO anticipate on holding a pre-tender conference on Friday 13th February 2026 at 2pm – 4pm, to explain the scope of the proposed procurement solution as well as the competitive flexible procedure and consequent stages which YPO anticipate utilising to award the proposed procurement solution.
We strongly encourage suppliers to attend this conference, as the session will aim to cover:
- An introduction to YPO.
- Key updates introduced under the new Procurement Act 2023 and offer valuable insight into the revised processes, rules and requirements
- Details of the scope and specification of the proposed procurement
- Competitive flexible procedure
- Tender details such as selection and award criteria, tender weightings etc
Interested parties should follow the link below to sign up to the pre-tender conference webinar:
us06web.zoom.us/webinar/register/WN_… ↗
Or alternatively, they can email [email protected] should they wish to receive an invite to the pre-tender’s conference with the contacts and email addresses of who would like to attend. YPO anticipate holding the pre-tenders conference online via Teams or a similar platform.
Please note that YPO reserve the right to cancel the conference if insufficient interest is received.
Contact Details:
Please contact [email protected] for further information and updates on this proposed procurement before the deadline noted above.
YPO reserves the right to not commit to advertising this tender if we do so wish. Should YPO wish to proceed further a formal procurement process will be followed in accordance with YPO's contract procedure rules and in line with the Procurement Act 2023 as relevant. Please note that any information is being sought without prejudice and without commitment.
- Next notice expected247 days ago20 Feb 2026, 23:59 GMT
- Tender notice published229 days ago10 Mar 2026, 17:49 GMT
- Latest notice published228 days ago12 Mar 2026, 11:50 GMT
- Clarification questions by213 days ago27 Mar 2026, 12:00 GMT
- Admission / appointment period ends192 days ago · period end, not a bid countdown17 Apr 2026, 12:00 BST
- Today26 Oct 2026
- Contract startsin 39 days4 Dec 2026
- Award decision expected byin 40 days4 Dec 2026, 23:59 GMT
Notice history
8 events · 5 releases on Find a Tender · since 14 Jan 2026- Preliminary market engagement notice published14 Jan 2026, 17:01 GMTUK2
- Preliminary market engagement notice published15 Jan 2026, 09:20 GMTUK2
- Buyer details updated15 Jan 2026, 09:20 GMT
- Preliminary market engagement notice published21 Jan 2026, 15:08 GMTUK2
- Tender notice published10 Mar 2026, 17:49 GMTUK4
- Status changed to active10 Mar 2026, 17:49 GMT
- Procurement method changed10 Mar 2026, 17:49 GMT
- Tender notice published12 Mar 2026, 11:50 GMTUK4
Published amendments (3)
Add YPO as the managing contracting authority and NEPO as the collaborator
Include link to the pre-tender conference webinar
Adding further information detailing the procurement.
Routine re-releases (5)
- 2026-01: 2 releases · 14 Jan 2026, 15 Jan 2026
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- The Association of North East Councils LimitedContracting authorityPublic authority - sub-central government
Official documents & specifications (5)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender