Scope
Reference
DMAT01.22
Description
Dartmoor Multi-Academy Trust strategic aim is to improve its services across 17 educational institutions, to achieve the guidelines set by the Department for Education (DfE). The initiative was prompted by the critical need for a resilient, secure, and high-performing digital infrastructure to support the Trust's educational objectives.
NGC Networks, in collaboration with Transformative were commissioned to undertake an audit of the Switch Level Network for each school and propose an action plan to deliver the improvements needed to deliver the project outcomes.
Whilst the Trust's aim is to deliver the improvements at all schools, this is likely to take a number of years over a phased approach due to the costs involved.
Therefore, the Trust have initially prioritised works to be completed at the following two sites, with the tender being published by the end of the Spring Term 2025, with the works to be delivered during the summer holidays 2025.
a. Holsworthy College
b. Okehampton College
Contractors are referred to the following that provides the DfE guidance that was used in the audit of IT infrastructure at each school site to identify the required standards and improvements: https://www.gov.uk/guidance/meeting-digital-and-technology-standards-in-schools-and-colleges
A programme of AD surveys is being undertaken at all schools during the Easter holidays, with any required asbestos removal works being programmed in for the first two weeks of the summer holidays. Until these surveys are available, the impact of these works won't be fully known.
The current plan is to schedule in the IT infrastructure works for the remaining four weeks of the summer holidays. This timescale may be able to be extended if the IT infrastructure can be organised around the asbestos removal, for example, Okehampton has separate buildings on site. Or, if minimal or no asbestos removal is needed.
The programme can be extended into future holiday periods to complete the works, but the Schools must be left fully operational in the interim.
The current plan also needs to factor in the need to keep both colleges operational during the summer holidays due to central staff working, lettings and the management of exam results.
There is a virtual Q&A on the 22nd April at 11am
There are site visits, on Wednesday 16th April at Okehampton College and Thursday 17th April at Holsworthy College.
Tenderers who wish to participate are requested to register for the virtual Q&A and/or the site visits via the tendering portal.
Total value (estimated)
- £550,000 excluding VAT
- £660,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 28 July 2025 to 27 July 2026
- Possible extension to 1 September 2027
- 2 years, 1 month, 5 days
Description of possible extension:
Extensions may be used to incorporate any unknown delays to the project and if any additional school installations are added into the project.
Main procurement category
Goods
CPV classifications
- 32420000 - Network equipment
- 32400000 - Networks
- 72000000 - IT services: consulting, software development, Internet and support
- 51000000 - Installation services (except software)
Contract locations
- UKK4 - Devon
Participation
Legal and financial capacity conditions of participation
A financial appraisal will be based upon a credit check
A minimum average annual turnover over the past two years of 1.5 times the Total Contract Value.
Technical ability conditions of participation
Previous Project Examples
Provide details of up to three contracts to meet conditions of participation relating to technical ability
The contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the project.
Insurance
Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the levels of insurance cover indicated below:
a. Employer's (Compulsory) Liability Insurance* = [£5m]
b. Public Liability Insurance = [£10m]
c. Professional Indemnity Insurance = [£2m]
d. Product Liability Insurance = [£1m]
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
9 May 2025, 12:00pm
Tender submission deadline
16 May 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
25 June 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Cost Price | Overall Total Price Holsworthy College + Okehampton College |
Price | 40.00% |
| Proposed Solution | Quality | 20.00% | |
| Project Management | Quality | 15.00% | |
| Case Study | Quality | 5.00% | |
| Project Team | Quality | 5.00% | |
| Support & Maintenance | Quality | 5.00% | |
| Technical Capabilities | Quality | 2.50% | |
| Innovation & Scalability | Quality | 2.50% | |
| Documentation & Training | Quality | 2.50% | |
| Added Value | Quality | 2.50% |
Other information
Payment terms
Payment Terms: 30% upfront, 40% upon delivery, 30% upon completion.
A project contingency of 15% has been added to the pricing schedule to allow for any unknown changes to the installation plan and if then also results in additional works for making good, A Schedule of Rates has been included that will be used to base any contingency works on. The contingency must not be committed to without prior agreement of the Trust. The site visits and pre-site survey must be used to mitigate the use of this contingency.
Description of risks to contract performance
The project programme due to the installation being restricted to the school holidays. In addition a programme of AD surveys are being completed in the Easter Holiday. This may result in asbestos removal being completed in the summer holidays which will impact the programme of works and the timescale available to complete them during the summer holiday.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://www.mytenders.co.uk
My Tenders Tendering Portal
Technical specifications to be met
https://www.mytenders.co.uk
Hardware includes cabinets routers, switches, servers, and cabling
Software includes operating systems, network management tools, and security applications
The solution needs to meet the DfE IT Infrastructure requirements
https://www.gov.uk/guidance/meeting-digital-and-technology-standards-in-schools-and-colleges
There is a mixture of vendors in use across the Trust. The Trust is looking to have a centrally managed solution with no preferred vendor. There must be no deal registration submitted for this project to ensure fair pricing for all Contractors.
Contracting authority
Dartmoor Multi Academy Trust
- Public Procurement Organisation Number: PXTN-3178-CNXJ
Wardhayes, Simmons Way
Okehampton
EX20 1PU
United Kingdom
Region: UKK43 - Devon CC
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP Law LLP
Summary of their role in this procurement: Consultant
- Public Procurement Organisation Number: PPRM-9434-VNYQ
The Brutus Centre, Station Road, Totnes, TQ9 5R
Totnes
TQ9 5RW
United Kingdom
Contact name: Josie Medforth
Telephone: +447857426127
Email: josie.medforth@phplaw.co.uk
Website: https://www.phplaw.co.uk
Region: UKK43 - Devon CC