ICT Managed Services & Digital Transformation Solutions (1223)

Procurement reference

1223

Procurement description

YPO 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.

Main category

Services

Additional categories

Goods

Delivery regions

• UK - United Kingdom

Total value (estimated, excluding VAT)

500000000.00 GBP to 2000000000.00GBP

Contract dates (estimated)

04 December 2026, 00:00AM to 03 December 2030, 23:59PM

Is a framework being established?

Yes

Yorkshire Purchasing Organisation

The Association of North East Councils Limited

Procedure type

Competitive flexible procedure

Is the total value above threshold?

Above threshold

Further information about fees

1% retrospective rebate applied to all Lots, payable by the supplier upon all invoiced spend through the Framework.

Percentage fee charged to suppliers

1.0000%

Award method when using the framework

With and without reopening competition

Justification for framework term

N/A

Contracting authorities that may use the framework

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

Framework operation description

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.

Description

For the provision of ICT Managed Services to all public sector establishments.

Please view the specification for full details of Pillar 1.

CPV classifications

• 72000000 - IT services: consulting, software development, Internet and support
• 50324100 - System maintenance services
• 32000000 - Radio, television, communication, telecommunication and related equipment
• 32424000 - Network infrastructure
• 32524000 - Telecommunications system
• 32551100 - Telephone connections
• 32561000 - Fibre-optic connections
• 32571000 - Communications infrastructure
• 48000000 - Software package and information systems
• 48612000 - Database-management system
• 48710000 - Backup or recovery software package
• 48730000 - Security software package
• 48732000 - Data security software package
• 48781000 - System management software package
• 48820000 - Servers
• 48983000 - Development software package
• 50312000 - Maintenance and repair of computer equipment
• 50312300 - Maintenance and repair of data network equipment
• 50312610 - Maintenance of information technology equipment
• 50323000 - Maintenance and repair of computer peripherals
• 50332000 - Telecommunications-infrastructure maintenance services
• 32429000 - Telephone network equipment
• 35121000 - Security equipment
• 32500000 - Telecommunications equipment and supplies
• 71311300 - Infrastructure works consultancy services
• 72120000 - Hardware disaster-recovery consultancy services
• 48200000 - Networking, Internet and intranet software package
• 48331000 - Project management software package
• 48451000 - Enterprise resource planning software package
• 48511000 - Desktop communications software package
• 48760000 - Virus protection software package
• 48782000 - Storage management software package
• 72250000 - System and support services
• 72251000 - Disaster recovery services
• 72253000 - Helpdesk and support services
• 72263000 - Software implementation services
• 72300000 - Data services
• 72315000 - Data network management and support services
• 72317000 - Data storage services
• 72400000 - Internet services
• 30230000 - Computer-related equipment
• 72910000 - Computer back-up services
• 79212000 - Auditing services

Delivery regions

• UK - United Kingdom

Lot value (estimated)

500000000.00 GBP Excluding VAT

600000000.00 GBP Including VAT

Criteria used to select suppliers to tender for this lot

true

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

04 December 2026, 00:00AM

Contract end date (estimated)

03 December 2030, 23:59PM

Participation

Award criteria

Description

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.

CPV classifications

• 79996100 - Records management
• 79131000 - Documentation services
• 63524000 - Transport document preparation services
• 48311100 - Document management system
• 72512000 - Document management services
• 72212311 - Document management software development services
• 48780000 - System, storage and content management software package
• 72322000 - Data management services
• 32353100 - Records
• 39173000 - Storage units
• 30233000 - Media storage and reader devices
• 72317000 - Data storage services
• 48782000 - Storage management software package
• 30234500 - Memory storage media
• 92500000 - Library, archives, museums and other cultural services
• 48310000 - Document creation software package
• 63120000 - Storage and warehousing services
• 63121000 - Storage and retrieval services
• 44613400 - Storage containers
• 30131000 - Mailroom equipment
• 79999100 - Scanning services
• 79999000 - Scanning and invoicing services
• 79571000 - Mailing services
• 92512000 - Archive services
• 92510000 - Library and archive services
• 92512100 - Archive destruction services
• 30191400 - Shredders

Delivery regions

• UK - United Kingdom

Lot value (estimated)

500000000.00 GBP Excluding VAT

600000000.00 GBP Including VAT

Criteria used to select suppliers to tender for this lot

true

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

04 December 2026, 00:00AM

Contract end date (estimated)

03 December 2030, 23:59PM

Participation

Award criteria

Description

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.

CPV classifications

• 79811000 - Digital printing services
• 32412100 - Telecommunications network
• 22822000 - Business forms
• 79520000 - Reprographic services
• 22140000 - Leaflets
• 32570000 - Communications equipment
• 32412000 - Communications network
• 32581000 - Data-communications equipment
• 51300000 - Installation services of communications equipment
• 48222000 - Web server software package
• 48224000 - Web page editing software package
• 72212222 - Web server software development services
• 79823000 - Printing and delivery services
• 72413000 - World wide web (www) site design services
• 72212224 - Web page editing software development services
• 64000000 - Postal and telecommunications services
• 30197630 - Printing paper
• 30199330 - Continuous paper for computer printers
• 30197643 - Photocopier paper
• 32524000 - Telecommunications system
• 79900000 - Miscellaneous business and business-related services
• 79990000 - Miscellaneous business-related services
• 48921000 - Automation system
• 42964000 - Office automation equipment
• 22600000 - Ink
• 30199700 - Printed stationery except forms
• 79820000 - Services related to printing
• 22100000 - Printed books, brochures and leaflets
• 30199730 - Business cards
• 30199710 - Printed envelopes
• 22822100 - Continuous business forms
• 34928470 - Signage
• 18222000 - Corporate clothing
• 79342200 - Promotional services
• 22900000 - Miscellaneous printed matter
• 22110000 - Printed books
• 79571000 - Mailing services
• 30232100 - Printers and plotters
• 48824000 - Printer servers
• 30232110 - Laser printers
• 30232150 - Inkjet printers
• 30100000 - Office machinery, equipment and supplies except computers, printers and furniture
• 30192113 - Ink cartridges
• 30125100 - Toner cartridges
• 22610000 - Printing ink
• 79212000 - Auditing services
• 64121100 - Mail delivery services
• 30131000 - Mailroom equipment
• 48510000 - Communication software package
• 48223000 - Electronic mail software package
• 64216120 - Electronic mail services
• 30133100 - Bulk-mailing equipment
• 30232130 - Colour graphics printers
• 72512000 - Document management services

Delivery regions

• UK - United Kingdom

Lot value (estimated)

500000000.00 GBP Excluding VAT

600000000.00 GBP Including VAT

Criteria used to select suppliers to tender for this lot

true

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

04 December 2026, 00:00AM

Contract end date (estimated)

03 December 2030, 23:59PM

Participation

Award criteria

Description

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.

CPV classifications

• 72000000 - IT services: consulting, software development, Internet and support
• 79824000 - Printing and distribution services
• 79811000 - Digital printing services
• 79800000 - Printing and related services
• 79810000 - Printing services
• 79999100 - Scanning services
• 48311100 - Document management system
• 63121000 - Storage and retrieval services
• 72512000 - Document management services
• 79995100 - Archiving services
• 22900000 - Miscellaneous printed matter
• 48900000 - Miscellaneous software package and computer systems

Delivery regions

• UK - United Kingdom

Lot value (estimated)

500000000.00 GBP Excluding VAT

600000000.00 GBP Including VAT

Criteria used to select suppliers to tender for this lot

true

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

04 December 2026, 00:00AM

Contract end date (estimated)

03 December 2030, 23:59PM

Participation

Award criteria

Payment terms

Please refer to Tender Documents for information.

Description of risks to contract performance

Please view Tender Documents for information.

Expression of interest deadline

17 April 2026, 12:00PM

Enquiry deadline

27 March 2026, 12:00PM

Date of award of contract

04 December 2026, 23:59PM

Submission address and any special instructions

https://ypo2.my.site.com/s/WelcomePlease refer to Tender Documents for information.

May tenders be submitted electronically?

Yes

Is this a recurring procurement?

No

Publication date of next tender notice (estimated)

04 June 2030, 23:59PM

Languages that may be used for submission

• English