IT Managed Services · OneAdvanced IT Services Limited for General Pharmaceutical Council (May 2025)

• How the procedure runs: TRANSPARENCY GPhC have appointed IT procurement consultancy firm and subject matter experts (eXceeding Limited) to leverage their significant experience and expertise to support us as follow: To identify a small number of known suppliers that fit the high-level scope and size of opportunity to conduct preliminary market engagement including our incumbent providers. Detail of the market engagement conducted, and the conclusions drawn from this can be found on Find a Tender website (Notice identifier: 2025/S 000-025586) https://www.find-tender.service.gov.uk/Notice/025586-2025?origin=Dashboard. To collaborate with our internal Procurement and IT team to produce the Condition of Participation and ITT documentation. To assist in the assessment of the Procurement Specific Questionnaire (PSQ) and selection of the final shortlisted suppliers under the oversight of and in conjunction with the GPhC panel of subject matter experts. To provide support (if required) in contract negotiation with successful bidder and in the on-boarding of the new provider. Exceeding Limited will remain a partner for the duration of the procurement process. PROCEDURE This competitive flexible procedure for this tender exercise will be conducted in three (3) stages. STAGE 1: Invitation to Participate 4.1 Stage 1 commences with the issuing of a Tender Notice published on the Central Digital Platform transmitted via Delta our eSourcing platform -https://www.delta-esourcing.com/ . Tender documents will be available on our Delta e Sourcing portal using the access code set out in the front page of this document - VEXQSU9344 4.2 Once the tender deadline has passed, GPhC will also undertake a review of the core supplier information (as defined in the Procurement Regulations 2024) held on the Central Digital Platform (the Supplier to provide a sharing code or download of the PDF details as part of the tender response). 4.3 A check on the compliance with the Conditions of Participation is conducted at this stage, conditions are available in Annex 2. A supplier which does not satisfy the Conditions of Participation will not be invited to participate in stage 2 of this procurement exercise. 4.4 In addition, the GPhC will consider whether any Supplier or connected persons within its corporate group, associated persons relied on to meet the conditions of participation, or proposed sub-contractors are excluded or excludable Suppliers. Save where the Supplier or an associated person is on the Debarment List. Before the GPhC determines that a Supplier is an excluded or excludable Supplier, it will provide the Supplier reasonable opportunity to make representations and provide evidence as is proportionate in the circumstances. If the Supplier is an excluded or excludable Supplier only by virtue of an associated person or proposed sub-contractor, the GPhC will notify the Supplier of its intention to exclude the Supplier and provide the Supplier with reasonable opportunity to replace the associated person or sub-contractor. If as a consequence of this process, the GPhC excludes the Supplier from participating in the Procurement or is aware of an associated person or sub-contract having been replaced, it will give notice of this fact within 30 days of its decision to the Procurement Review Unit (PRU). 4.5 Responses to the Conditions of Participation will be assessed in accordance with Annex 2 and Annex 3. 4.6 Stage 1 includes a procurement specific questionnaire (PSQ) at Annex 3 which all Suppliers are required to complete and return in accordance with the Procurement Timetable and instructions within this document. Please refer to the evaluation criteria in Annex 3 scoring methodology on how we intend to evaluate this stage. Note there is a wordcount for the PSQ. 4.7 The assessment of a) the information held in the Central Digital Platform, b) the Conditions of Participation and C) the PSQ; altogether these responses will help us identify the top 5 highest ranked Suppliers to be invited to participate in Stage 2. 4.8 The conclusion of Stage 1 will complete with Suppliers being notified in writing of whether they have been successfully shortlisted to participate in Stage 2. Suppliers not invited to Stage 2 will be formally notified that they have not been shortlisted. 4.9 Suppliers should note that the GPhC reserves the right to re-assess any response to the PSQ, in light of any new relevant information that comes to the GPhC's attention. Ongoing compliance with the Conditions of Participation will be a condition of entry into any contract with a Supplier pursuant to this procurement. Please refer to the 'Supplier eligibility' provisions in Annex 2 Conditions of Participation and Annex 3: PSQ. STAGE 2: Invitation to Submit a Tender 4.10 Stage 2 will commence with the issuing of a letter inviting Suppliers that have been successfully shortlisted to participate in stage 2, and they will be invited to submit their tenders. 4.11 Any further information that is necessary for Suppliers to submit a tender will be made available to Suppliers at this stage of the procurement. 4.12 Tenders must be submitted in accordance with the Procurement timetable and instructions set out in this document and any additional information provided. Assessment of the Supplier's quality submission and the Supplier's quality score will be calculated in accordance with the evaluation criteria set out in table in 4.33. Post Tender Clarifications 4.13 Shortlisted Tenderers will be invited to attend a Clarification Presentation. The purpose of this presentation is to allow GPhC to seek clarification on elements of the Tender that may require further explanation in order to ensure accurate understanding of the Tenderer's submission. 4.14 The Clarification Presentation is not an opportunity for Tenderers to introduce new information, modify their bid, or address any matters not already included in their submitted Tender. No new award criteria will be introduced, and no additional scores will be awarded as a direct result of the presentation. The presentation will be used solely to validate and clarify the understanding of information already provided in the written Tender. 4.15 Participation in the Clarification Presentation is mandatory for those Tenderers invited, and failure to attend will result in disqualification from the tender process. STAGE 3: Preferred Supplier Stage 4.22 The highest scoring Supplier will be invited to engage in further discussions with the GPhC as part of a preferred supplier stage. This stage will be used to finalise the draft Contract terms and conditions, in accordance with the limitations set out in the Act. It is expected that the following matters will be discussed as part of this stage, noting that the GPhC reserves the right to amend this list as required: Clarification of contractual terms and schedules; - Confirmation and refinement of deliverables, service levels, and implementation plans as already described in the Tenderer's submission; - Final alignment of legal and commercial terms, including allocation of risk, provided this does not introduce any material change to the submitted bid; - Rectification of minor errors or ambiguities in the draft contract documentation. 4.23 No changes will be permitted to the award criteria, nor will the preferred Supplier be allowed to improve, revise, or supplement its bid in a manner that could affect the evaluation outcome. Any changes agreed as part of the preferred bidder discussions must not distort competition or breach the principles of equal treatment and transparency under the Procurement Act 2023. 4.24 GPhC reserves the right to discontinue discussions with the preferred supplier and approach the next-ranked Tenderer if finalised Contract terms and conditions cannot be reached within a reasonable timeframe. 4.25 Stage 3 will end with the GPhC entering into the Contract with the preferred Supplier and publication of a Contract Details Notice on the Central Digital Platform (within 30 days of the date on which the Contract is entered into). If the tender needs to be abandoned due to way to move forward with the preferred bidder and other tenders unsuitable, GPhC reserves the right to not award a contract and will publish a procurement termination notice on the Central Digital Platform. 4.26 This stage will conclude with the issuing of letters to all participating Suppliers confirming the closure of dialogue and/or negotiations. Procurement Timetable 4.27 The deadline for submission of Condition of Participation responses is 22 July 2025. No submission will be considered after the deadline.

CPV: Computer facilities management services · Computer network services · Computer support and consultancy services · Helpdesk and support services · Security software development services

Procedure method

Competitive flexible procedure

Legal basis

UKPGA · 2023/54 Procurement Act 2023

Procurement category

Services

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

Yes (GPA)

Recurring procurement

Unspecified in notice

First published

19 May 2025, 14:22 BST

Last source update

27 Feb 2026, 17:08 GMT

Award evaluation window

Submission end – 10 Nov 2025

Authority reference

GPhC105

FTS notice number

2025/S 000-035703

Latest notice

Contract details notice (UK7)

Classification (CPV)

Computer facilities management servicesComputer network servicesComputer support and consultancy servicesHelpdesk and support servicesSecurity software development services

Delivery area

UKNorth East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)

+2 more

South East (UKJ)South West (UKK)

Official registry OCID

ocds-h6vhtk-051709 Find a Tender

Contract terms summary

GPhC is committed to ensuring that our suppliers are paid within 30days of receiving a valid invoice. Invoices shall be submitted on arrears basis following satisfactory completion and receipt of all work as determined by GPhC, and must contain:

• the Contract Reference
• a description of the work undertaken with date completed, including the name/department for whom the work was undertaken.
• any additional expenses where applicable (fully itemised) and where these have been approved in advance (in writing) by GPhC.
• all invoices should be sent to [email protected]

How it runs

TRANSPARENCY

GPhC have appointed IT procurement consultancy firm and subject matter experts (eXceeding Limited) to leverage their significant experience and expertise to support us as follow:

To identify a small number of known suppliers that fit the high-level scope and size of opportunity to conduct preliminary market engagement including our incumbent providers. Detail of the market engagement conducted, and the conclusions drawn from this can be found on Find a Tender website (Notice identifier: 2025/S 000-025586) www.find-tender.service.gov.uk/Notice/025586-2025 ↗.

To collaborate with our internal Procurement and IT team to produce the Condition of Participation and ITT documentation.

To assist in the assessment of the Procurement Specific Questionnaire (PSQ) and selection of the final shortlisted suppliers under the oversight of and in conjunction with the GPhC panel of subject matter experts.

To provide support (if required) in contract negotiation with successful bidder and in the on-boarding of the new provider.

Exceeding Limited will remain a partner for the duration of the procurement process.

PROCEDURE

This competitive flexible procedure for this tender exercise will be conducted in three (3) stages.

STAGE 1: Invitation to Participate

4.1 Stage 1 commences with the issuing of a Tender Notice published on the Central Digital Platform transmitted via Delta our eSourcing platform -www.delta-esourcing.com ↗ . Tender documents will be available on our Delta e Sourcing portal using the access code set out in the front page of this document - VEXQSU9344

4.2 Once the tender deadline has passed, GPhC will also undertake a review of the core supplier information (as defined in the Procurement Regulations 2024) held on the Central Digital Platform (the Supplier to provide a sharing code or download of the PDF details as part of the tender response).

4.3 A check on the compliance with the Conditions of Participation is conducted at this stage, conditions are available in Annex 2. A supplier which does not satisfy the Conditions of Participation will not be invited to participate in stage 2 of this procurement exercise.

4.4 In addition, the GPhC will consider whether any Supplier or connected persons within its corporate group, associated persons relied on to meet the conditions of participation, or proposed sub-contractors are excluded or excludable Suppliers. Save where the Supplier or an associated person is on the Debarment List. Before the GPhC determines that a Supplier is an excluded or excludable Supplier, it will provide the Supplier reasonable opportunity to make representations and provide evidence as is proportionate in the circumstances. If the Supplier is an excluded or excludable Supplier only by virtue of an associated person or proposed sub-contractor, the GPhC will notify the Supplier of its intention to exclude the Supplier and provide the Supplier with reasonable opportunity to replace the associated person or sub-contractor. If as a consequence of this process, the GPhC excludes the Supplier from participating in the Procurement or is aware of an associated person or sub-contract having been replaced, it will give notice of this fact within 30 days of its decision to the Procurement Review Unit (PRU).

4.5 Responses to the Conditions of Participation will be assessed in accordance with Annex 2 and Annex 3.

4.6 Stage 1 includes a procurement specific questionnaire (PSQ) at Annex 3 which all Suppliers are required to complete and return in accordance with the Procurement Timetable and instructions within this document. Please refer to the evaluation criteria in Annex 3 scoring methodology on how we intend to evaluate this stage. Note there is a wordcount for the PSQ.

4.7 The assessment of a) the information held in the Central Digital Platform, b) the Conditions of Participation and C) the PSQ; altogether these responses will help us identify the top 5 highest ranked Suppliers to be invited to participate in Stage 2.

4.8 The conclusion of Stage 1 will complete with Suppliers being notified in writing of whether they have been successfully shortlisted to participate in Stage 2. Suppliers not invited to Stage 2 will be formally notified that they have not been shortlisted.

4.9 Suppliers should note that the GPhC reserves the right to re-assess any response to the PSQ, in light of any new relevant information that comes to the GPhC's attention. Ongoing compliance with the Conditions of Participation will be a condition of entry into any contract with a Supplier pursuant to this procurement. Please refer to the 'Supplier eligibility' provisions in Annex 2 Conditions of Participation and Annex 3: PSQ.

STAGE 2: Invitation to Submit a Tender

4.10 Stage 2 will commence with the issuing of a letter inviting Suppliers that have been successfully shortlisted to participate in stage 2, and they will be invited to submit their tenders.

4.11 Any further information that is necessary for Suppliers to submit a tender will be made available to Suppliers at this stage of the procurement.

4.12 Tenders must be submitted in accordance with the Procurement timetable and instructions set out in this document and any additional information provided. Assessment of the Supplier's quality submission and the Supplier's quality score will be calculated in accordance with the evaluation criteria set out in table in 4.33.

Post Tender Clarifications

4.13 Shortlisted Tenderers will be invited to attend a Clarification Presentation. The purpose of this presentation is to allow GPhC to seek clarification on elements of the Tender that may require further explanation in order to ensure accurate understanding of the Tenderer's submission.

4.14 The Clarification Presentation is not an opportunity for Tenderers to introduce new information, modify their bid, or address any matters not already included in their submitted Tender. No new award criteria will be introduced, and no additional scores will be awarded as a direct result of the presentation. The presentation will be used solely to validate and clarify the understanding of information already provided in the written Tender.

4.15 Participation in the Clarification Presentation is mandatory for those Tenderers invited, and failure to attend will result in disqualification from the tender process.

STAGE 3: Preferred Supplier Stage

4.22 The highest scoring Supplier will be invited to engage in further discussions with the GPhC as part of a preferred supplier stage. This stage will be used to finalise the draft Contract terms and conditions, in accordance with the limitations set out in the Act. It is expected that the following matters will be discussed as part of this stage, noting that the GPhC reserves the right to amend this list as required:

Clarification of contractual terms and schedules;

• Confirmation and refinement of deliverables, service levels, and implementation plans as already described in the Tenderer's submission;
• Final alignment of legal and commercial terms, including allocation of risk, provided this does not introduce any material change to the submitted bid;
• Rectification of minor errors or ambiguities in the draft contract documentation.

4.23 No changes will be permitted to the award criteria, nor will the preferred Supplier be allowed to improve, revise, or supplement its bid in a manner that could affect the evaluation outcome. Any changes agreed as part of the preferred bidder discussions must not distort competition or breach the principles of equal treatment and transparency under the Procurement Act 2023.

4.24 GPhC reserves the right to discontinue discussions with the preferred supplier and approach the next-ranked Tenderer if finalised Contract terms and conditions cannot be reached within a reasonable timeframe.

4.25 Stage 3 will end with the GPhC entering into the Contract with the preferred Supplier and publication of a Contract Details Notice on the Central Digital Platform (within 30 days of the date on which the Contract is entered into). If the tender needs to be abandoned due to way to move forward with the preferred bidder and other tenders unsuitable, GPhC reserves the right to not award a contract and will publish a procurement termination notice on the Central Digital Platform.

4.26 This stage will conclude with the issuing of letters to all participating Suppliers confirming the closure of dialogue and/or negotiations.

Procurement Timetable

4.27 The deadline for submission of Condition of Participation responses is 22 July 2025. No submission will be considered after the deadline.

Requests to participate (first stage)

23 Jul 2025, 12:00 BST

Submission deadline

23 Jul 2025, 12:00 BST

Clarification deadline

17 Jul 2025, 16:00 BST

Submission channel

Official e-sourcing portal

Electronic submission

Allowed

Accepted languages

en, cy

• OneAdvanced IT Services LimitedAwarded supplierGB-PPON: PVNT-4551-BLHL The Mailbox Level 3, Birmingham, West Midlands, B1 1RFContact emailShow contact details