Find a TenderAwardedContract details notice

Published 18 Aug 2025, 16:01 BST

Official UK procurement notice

Immersive Space System · UK public procurement notice

Authority: University Of York (Pelican) (Education)

GoodsOpen procedureAbove thresholdSME suitable

Sectors: Radio, television, communication, telecommunication and related equipment (32)Installation services (except software) (51) Delivery: Yorkshire & Humber (UKE21)

Published estimate£245,000≈ £184k / year · £245,000 inc. VAT12.2% below published estimate

Submissions closed 22 Sept 2025awarded 2 Dec 2025

Awarded to Immersive Interactive Ltd

Contract term 1 yr 4 moends 30 Mar 2027 · up to 30 Mar 2030 with extensions · starts 1 Dec 2025

What is being bought

Published requirement description

A rectilinear, standalone immersive space system is required with projection on all 4 walls with "seamless" stitching for 3D scenes/content and a minimum of 1080p projection. Incorporating a content library system that is user-friendly and accessible with multi-user capabilities allowing input/interaction for collaboration.

CPV: Installation services of video equipment · Radio, television, communication, telecommunication and related equipment

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 1 yr 4 moPublished value£245,000

Contract period: 1 Dec 2025 – 30 Mar 2027 (1 yr 4 mo) · up to 30 Mar 2030 with extensionsValue: £245,000 exc. VAT · £245,000 inc. VAT

Delivery: Yorkshire & Humber

Extensions: Extended warranty for an additional 3 x 12 months following initial 12 month warranty period.

32000000 Radio, television, communication, telecommunication and related equipment 51314000 Installation services of video equipment

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: 60%Price: 40%

Published sub-criteria (2)

Technical: 60%
Commercial: 40%

Published award criteria (2)

Commercial
Technical

What this means for your bid

Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

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: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Unspecified in notice
First published: 18 Aug 2025, 16:01 BST
Last source update: 7 Apr 2026, 10:40 BST
Award evaluation window: Submission end – 17 Oct 2025
Authority reference: UY PROC 1202
FTS notice number: 2025/S 000-049595
Latest notice: Contract details notice (UK7)
Classification (CPV): Installation services of video equipmentRadio, television, communication, telecommunication and related equipment
Delivery area: Yorkshire & Humber (UKE21)
Official registry OCID: ocds-h6vhtk-058a02 Find a Tender

How it was run

Official notice

Run through: In-tend · Who buys & how to bid on In-tend

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup

Submission deadline: 22 Sept 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

The website address for tenders to be submitted electronically is in-tendhost.co.uk/york/aspx/Home ↗. The procurement documents are available for unrestricted and full direct access, free of charge, at this website address.

Timeline

18 Aug 2025 → 7 Apr 2026 · 7 dates

Tender notice published
18 Aug 2025, 16:01 BST
Submission deadline394 days ago
22 Sept 2025, 12:00 BST
Award decision expected by368 days ago
17 Oct 2025, 23:59 BST
Contract starts324 days ago
1 Dec 2025
Assessment summaries sent321 days ago
4 Dec 2025
Standstill ends309 days ago
15 Dec 2025, 23:59 GMT
Latest notice published197 days ago
7 Apr 2026, 10:40 BST

Notice history

5 events · 3 releases on Find a Tender · since 18 Aug 2025

Tender notice published
18 Aug 2025, 16:01 BST
UK4
Contract award notice published
4 Dec 2025, 09:27 GMT
UK6
Status changed to complete
4 Dec 2025, 09:27 GMT
Contract signature expected
22 Dec 2025, 23:59 GMT
scheduled
Contract details notice published
7 Apr 2026, 10:40 BST
UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value (inc. VAT) £215,0001 award inc. VAT; no net value published

Bids received 33 from SMEs

Contracts signed 1latest 7 Apr 2026

Awarded to	Value	Date	Status
Immersive Interactive LtdSME1 Jan 2026 – 30 Apr 2027 · up to 30 Apr 2030Extensions: Extended warranty for an additional 3 x 12 months following initial 12 month warranty period.	£215,000 inc. VAT	2 Dec 2025	Awarded

Contracts

Contract 1 · Immersive Interactive LtdSME
Signed
7 Apr 2026
Value
£215,000 inc. VAT
Period
7 Apr 2026 – 31 May 2029 · up to 31 May 2030 with extensions
Status
active
Extensions
Extended warranty for an additional 12 months.
No agreed KPIs: Formal reporting not required as contract not more than £5 million including VAT.

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
3final-stage tenders	3	0	—

Contracting authority & participating public bodies

University of York

Contracting authorityPublic authority - sub-central government GB-PPON: PRDQ-5539-WTHX · GB-UKPRN: 10007167 Heslington, York, Yorkshire & Humber, YO10 5DDContact email

Bidders & participating suppliers

1 commercial party on the notice

IMMERSIVE INTERACTIVE LTDAwarded supplierGB-COH: 08249125GB-PPON: PWGH-5829-YXGZ Penningtons Manches Cooper Llp 9400 Garsington Road, Oxford, South East, OX4 2HNContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender7 Apr 2026, 10:40 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender4 Dec 2025, 09:27 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender18 Aug 2025, 16:01 BST