Contract for Legacy Hardware Maintenance Contract

Procurement reference

CCS/25/331

Procurement 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.

Main category

Services

Delivery regions

• UKL18 - Swansea

Total value (estimated, excluding VAT)

50000 GBP to 50000GBP

Contract dates (estimated)

01 April 2026, 00:00AM to 31 March 2029, 23:59PM

City & County of Swansea

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

CPV classifications

• 50300000 - Repair, maintenance and associated services related to personal computers, office equipment, telecommunications and audio-visual equipment
• 72000000 - IT services: consulting, software development, Internet and support
• 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages

Delivery regions

• UKL18 - Swansea

Lot value (estimated)

50000 GBP Excluding VAT

60000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 April 2026, 00:00AM

Contract end date (estimated)

31 March 2029, 23:59PM

Participation

Award criteria

Tender submission deadline

23 March 2026, 12:00PM

Enquiry deadline

16 March 2026, 12:00PM

Submission address and any special instructions

Project ref No. 62257 ITT Ref No. 115848 Register your company on the eTenderWales portal (this is only required once):— Navigate to the portal: http://etenderwales.bravosolution.co.uk— 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: help@bravosolution.co.uk— Phone: +44 8003684850Thanks

May tenders be submitted electronically?

Yes