Procurement of Learning Management System (LMS)

Procurement reference

YTC-LMS-2026-01

Procurement description

Yeovil Town Council is seeking to procure a secure, accessible and scalable cloud-based Learning Management System (LMS), including implementation, configuration, ongoing support, maintenance and account management, to support approximately 200 users comprising employees, elected members, temporary staff, volunteers and other authorised users.

The system must provide a centralised platform for delivering, assigning, managing and monitoring mandatory compliance training, employee and councillor development, role-specific learning and Council-specific training content. It must include a comprehensive course library covering subjects such as Health and Safety, Fire Safety, Data Protection and GDPR, Cyber Security, Equality, Diversity and Inclusion, Safeguarding, Information Governance and governance training for elected members.

The procurement includes the supply of the LMS as a Software as a Service (SaaS) solution, user licences, implementation and configuration, user setup and data migration support, administrator training, content management and authoring tools, reporting dashboards, automated notifications, policy acknowledgement functionality and integration with Microsoft 365, including Microsoft Entra ID Single Sign-On, Outlook and Microsoft Teams.

The supplier must also provide helpdesk and technical support, platform maintenance and upgrades, account management, annual service reviews, performance reporting and agreed Service Level Agreement commitments. The system must comply with UK GDPR, meet WCAG 2.2 AA accessibility requirements, provide a minimum of 99.9% monthly availability and maintain appropriate information security, backup and disaster recovery arrangements.

The initial contract term will be three years, with the option for two further extensions of 24 months each, giving a maximum potential contract duration of seven years. The contract is scheduled to commence on 1 February 2027, with implementation and configuration during February and March 2027 and a target go-live date of 1 April 2027.

Suppliers must provide a full breakdown of implementation costs, annual licensing, support, maintenance and content library costs, together with any optional charges for additional users, bespoke content, consultancy and integrations. All prices must be exclusive of VAT and remain fixed throughout the initial three-year contract term.

Main category

Services

Delivery regions

• UK - United Kingdom

Total value (estimated, excluding VAT)

140000 GBP to 140000GBP

Contract dates (estimated)

01 February 2027, 00:00AM to 31 January 2030, 23:59PM

Extension end date (if all the extensions are used): 31 January 2034

Yeovil Town Council

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

CPV classifications

• 48190000 - Educational software package
• 48931000 - Training software package
• 80420000 - E-learning services

Delivery regions

• UK - United Kingdom

Lot value (estimated)

140000 GBP Excluding VAT

168000 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 February 2027, 00:00AM

Contract end date (estimated)

31 January 2030, 23:59PM

Extension end date (estimated)

31 January 2034, 23:59PM

Can the contract be extended?

Yes

Description of extensions

The contract includes two optional extensions, each for a period of 24 months, which may be exercised at the Council's discretion.

First extension: 1 February 2030 to 31 January 2032 (24 months).

Second extension: 1 February 2032 to 31 January 2034 (24 months).

The extensions may be exercised where the Council is satisfied that the supplier's performance, service quality, system availability, support arrangements and overall value for money remain satisfactory and that continued provision of the Learning Management System meets the Council's operational requirements.

The Council will review supplier performance, service levels, contractual compliance and ongoing business needs before deciding whether to exercise each extension option. The Council is under no obligation to exercise either extension and reserves the right to allow the contract to expire at the end of the initial three-year term or following the first extension.

The maximum possible contract duration, including both extensions, is seven years, ending on 31 January 2034.

Does the lot include options?

Yes

Description of options

The contract includes options for additional purchases during the contract term, subject to the Council's requirements and agreement with the supplier. These may include additional user licences, bespoke learning content, consultancy services and additional integrations. Any additional purchases will be subject to the agreed contractual terms and applicable pricing arrangements.

Simple description of award criteria

The contract will be awarded to the most economically advantageous tender (MEAT), based on a weighted evaluation of quality and price.

Tenders will be assessed against the following criteria:

Compliance with Specification - 25%

Functionality and User Experience - 20%

Quality of Training Content - 15%

Implementation and Support - 15%

Relevant Experience and References - 10%

Security and Data Protection - 5%

Cost - 10%

The cost element will be assessed using the lowest compliant evaluated tender price divided by the tenderer's evaluated price, multiplied by the available cost marks.

Tenderers must achieve a minimum overall quality score of 60% and a minimum score of 3 out of 5 in each mandatory quality criterion to remain eligible for award.

The contract will be awarded to the highest-scoring compliant tender, taking account of the weighted evaluation criteria.

Tender submission deadline

08 December 2026, 12:00PM

Enquiry deadline

27 November 2026, 12:00PM

Submission address and any special instructions

All tender submissions must be submitted electronically by email to:Email: procurement@yeovil.gov.ukContracting Authority: Yeovil Town CouncilSubmission Deadline: 8 December 2026 at 12:00 noon.Special Instructions:Tender submissions must be submitted electronically to the email address specified above.All submissions must be provided in Microsoft Word, Microsoft Excel or PDF format.Tenderers must submit a completed tender response together with all required supporting documents, including the requirements response matrix, pricing schedule, implementation plan, information security documentation, references and other documents listed in Section 22 of the Invitation to Tender.Late submissions may be rejected.Tenderers are responsible for ensuring that their submissions are received before the deadline.All clarification requests must be submitted to procurement@yeovil.gov.uk by 27 November 2026 at 12:00 noon.The tender validity period is 120 days from the tender submission deadline.

May tenders be submitted electronically?

No