Scope
Reference
ID 6257085
Description
NIPS wishes to appoint a Supplier for the provision of support and maintenance of its’ COMPASS system, via support days on a call off basis. The DOJ ISD provides ‘first-line’ support to the Users of the system. This contract is for the provision of support and maintenance on via call off support days as and when required (estimated 30 days per year). This contract is for an initial period of 2 years with 2 optional extensions of 1 year each.
Total value (estimated)
- £123,000 excluding VAT
- £147,600 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2030
- 4 years
Description of possible extension:
This contract has an initial period of 2 years with an option to extend the contract for a further two periods of one year each.
Options
The right to additional purchases while the contract is valid.
This contract is for the provision of Support Days as and when required by NIPS on a Call- Off basis, the contract has an initial period of two years with two further options to extend by a further 1 year each to enable the client to extend their requirement to call off support days.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 72250000 - System and support services
- 72253000 - Helpdesk and support services
- 72500000 - Computer-related services
Contract locations
- UKN - Northern Ireland
Participation
Legal and financial capacity conditions of participation
As per Tender documentation.
Technical ability conditions of participation
As per Tender documentation.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
9 March 2026, 3:00pm
Tender submission deadline
16 March 2026, 3:00pm
Submission address and any special instructions
Tenders must be submitted electronically via the relevant Call for Tender (CfT) opportunity on eTendersNI, website details immediately below.
Paper submissions will not be accepted or considered and will be rejected by the Contracting Authority / Buyer.
The tender documents are available with unrestricted and full direct access, free of charge, at: URL https://etendersni.gov.uk/epps
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
23 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 30 June 2029
Award criteria
| Name | Description | Type |
|---|---|---|
| AC1 - Proposed Methodology | Weighting = 15 percent as per tender documentation |
Quality |
| AC2 - Contract Management and Contingency | Weighting = 15 percent as per tender documentation |
Quality |
| AC3 - Total Contract Price | Weighting = 70 percent as per tender documentation |
Price |
Weighting description
30 percent quality and 70 percent cost
Other information
Payment terms
For further details on invoicing procedures please see : https://www.finance-ni.gov.uk/ar ticles/account-ni-good-invoicing-practice
Contract Value
The estimated value figure indicated in the Scope Section represents an overall estimated contract value. This value reflects the potential scale of the contract and takes into account potential optional extension periods and the uptake of potential optional services as detailed in the tender documents. This figure does not however take into account the application of indexation or increases to charges due to increases in the Real Living Wage. Neither CPD nor the contracting Authority can provide any guarantee as to the level of business under this contract. The Contracting Authority does not bind itself to accept the lowest or any tender. Suppliers remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from the Supplier in connection with taking part in this procurement process regardless of whether such costs arise as a consequence, directly or indirectly of any amendments made to the procurement documents by the Contracting Authority at any time. No legally binding contract shall arise (and a Supplier shall have no legitimate expectation that a contract will be entered into) until such time as entry into the Contract has been confirmed by the Contracting Authority
Description of risks to contract performance
The Contracting Authority has identified the following risks as risks that satisfy the criteria
of Schedule 8 sub-paragraph (6)(a) of the Procurement Act 2023 i.e. that the risk/s could
jeopardise the satisfactory performance of the contract but, because of its/their nature,
cannot be addressed in the contract as awarded:
- All personnel providing the required call off support days including staff providing payroll, HR, and SAP BASIS requirements must hold valid SC clearance, any changes in staffing or clearance status could impact service delivery following contract award.
Exclusions
If at any time during the procurement, or post award, it comes to the attention of the Contracting Authority (CA) or CPD, by whatever means, that a Supplier has become ‘excluded’ or ‘excludable’ as per Sec 57 of the PA 2023, the CA, after compliance with its obligations under the PA 23, reserves the right to exclude said Supplier from the procurement procedure or terminate any contract they have been awarded.
The Contracting Authority expressly reserves the rights:
(I). not to award any contract as a result of the procurement process commenced by publication of this notice;
(II). to make whatever changes it may see fit to the content and structure of the tendering Competition;
(III). to award (a) contract(s) in respect of any part(s) of the [services] covered by this notice; and
(IV). to award contract(s) in stages.
and in no circumstances will the Authority be liable for any costs incurred by candidates.
This project will be used to progress the Government’s wider social, economic and environmental objectives.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Northern Ireland Prison Service
- Public Procurement Organisation Number: PRMX-2692-MXQX
Castle Buildings Stormont Estate
Belfast
BT4 3SQ
United Kingdom
Region: UKN06 - Belfast
Organisation type: Public authority - central government
Devolved regulations that apply: Northern Ireland
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
CPD - Supplies & Services Division
Summary of their role in this procurement: Construction and Procurement Delivery - Supplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland
- Public Procurement Organisation Number: PVWG-8426-YWXV
303 Airport Road West
Belfast
BT3 9ED
United Kingdom
Region: UKN06 - Belfast