Scope
Reference
PRE00272
Description
Pool Re is seeking to reprocure its IT Managed Service to support a transformational approach to service delivery. The organisation requires a forward-thinking technology partner to meet our evolving requirements, as well as support delivery of its usual operational services.
We aim to engage a provider capable of:
• Introducing proven, innovative ways of working to deliver and support our business strategy.
• Accelerating implementation, time-to-value, and confidence in technology acquisition to support transformation programmes
• Enabling long-term planning and strategic development
• Reducing total cost of ownership, whilst maximising efficiency
• Providing access to additional expertise and resources to enhance outcomes
Pool Re operates with a small in-house IT team, which is currently complemented by an outsourced service. Our objective is to establish the optimal blend of in-house and outsourced expertise. In shaping our approach, key considerations include:
• Leveraging the advantages of a cloud-based environment
• Integrating innovative technologies where beneficial.
• Forming a strategic partnership that delivers significant value and aligns with our commitment to cost-effectiveness and shared values.
Total value (estimated)
- £0 excluding VAT
- £0 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 30 November 2027
- Possible extension to 30 November 2030
- 5 years
Description of possible extension:
The Buyer may extend the Contract for up to three additional periods of up to 12 Months by giving not less than 6 Months' notice in writing to the Supplier (a) prior to the Expiry Date, in respect of the first such extension, and (b) prior to the end of the first extension, in respect of the second such extension. The Conditions of the Contract shall apply throughout any such extended period. The Buyer may choose that an extension shall apply to only part of the Services, in which case the Charges shall be reduced pro rata.
Options
The right to additional purchases while the contract is valid.
Pool Re may require, in its absolute discretion, the service provider to provide additional related services and/or expand services during the lifetime of the contract to meet future changes in demands or new initiatives.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
28 May 2025, 2:00pm
Submission type
Requests to participate
Deadline for requests to participate
9 June 2025, 2:00pm
Submission address and any special instructions
http://poolre.ukp.app.jaggaer.com/ Supplier Registration: In order to access the opportunity please access Pool Re's eSourcing Portal http://poolre.ukp.app.jaggaer.com/ and complete the Supplier Registration
Ensure you Complete Registration Data by answering all required questions marked with an asterisk.
To Access the SQ - express an interest through the tab PQQs Open to All Suppliers, this will then move the PQQ to My PQQs List. To express an interest in Open Opportunities, please use PQQs Open to All Suppliers.
To Access the ITTs - express an interest through the tab ITTs Open to All Suppliers, this will then move the ITT to My ITTs List. To express interest in Open Opportunities, please use ITTs Open to All Suppliers.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Minimum 5 suppliers
Award decision date (estimated)
29 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 30 April 2027
Award criteria
| Name | Description | Type |
|---|---|---|
| Technical | Tenders will be evaluated on a price-per-quality-point (PQP) approach. This means the Tenderer offering the best ratio of high service quality versus price will rank higher |
Quality |
| Commercial | Tenders will be evaluated on a price-per-quality-point (PQP) approach. This means the Tenderer offering the best ratio of high service quality versus price will rank higher |
Price |
Weighting description
Tenders will be evaluated on a price-per-quality-point (PQP) approach. This means the Tenderer offering the best ratio of high service quality versus price will rank higher
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Pool Re are issuing this Tender Notice to commence the first stage of this procurement, via a Procurement Specific Questionnaire with accompanying Conditions of Participation.
Upon completion, a shortlisted selection of suppliers will be invited to the Invitation to Tender stage.
The ITT stage will include a written submission, followed by a Supplier Presentation stage.
Further details on down-selection between stages are included in the tender documents.
Justification for not publishing a preliminary market engagement notice
Pool Re determined that preliminary market engagement was not necessary for this procurement. The requirements were sufficiently clear, and market conditions were well understood, allowing for a competitive tender process without prior engagement.
A desktop market analysis was completed before publication.
Contracting authority
Pool Re Services Limited
- Public Procurement Organisation Number: PMWL-1715-XLYD
Pool Re Services Limited
London
EC4R 9AF
United Kingdom
Region: UKI31 - Camden and City of London
Organisation type: Public authority - central government