Scope
Reference
DN774570
Description
Nottinghamshire County Council (the Council) wish to put a Framework Agreement in place for the supply of its software licence agreements, applications and associated services.
Within scope of the Framework is software purchased both for Council corporate use, maintained schools and a number of arms length organisations owned by the Council:
• Core requirements are based around an Approved Product Portfolio; software that has been tested by the Council and is known to be compatible with the Council's current infrastructure.
• Commercial off-the-shelf software (COTS)
• Associated services related to software including, but not limited to, training, installation and consultancy
Commercial tool
Establishes a framework
Total value (estimated)
- £25,000,000 excluding VAT
- £30,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 August 2029
- 4 years
Main procurement category
Services
CPV classifications
- 72266000 - Software consultancy services
- 72268000 - Software supply services
Contract locations
- UKF14 - Nottingham
- UKF15 - North Nottinghamshire
- UKF16 - South Nottinghamshire
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0%
Framework operation description
During the contract period, we will need to order various software licences and associated services including professional services. The Supplier must provide us with written quotes for any software and associated service requests that we make which must include at a minimum.
• The details of the software product/'s and/or service, including the amount in which are needed.
• Price, with a clear breakdown that shows any ongoing costs, such as yearly software licensing or maintenance. (Note that, as also mentioned in the "Tender Pricing" section, Nottinghamshire County Council may ask the Supplier to show proof of the price they are paying to the manufacturer / reseller), margin (%), and the Supplier must provide this information if requested.)
• For orders that involve professional services, or where professional services or consultancy are needed, the Supplier must also provide.
o The professional service roles that are relevant and suitable for the project or task, and the qualifications and experience of the people who will do them.
o A statement of work that outlines the activities, deliverables, milestones, and acceptance criteria of the project or task, as well as the risks, assumptions, and dependencies involved.
o A breakdown of the costs related to the professional services, including the hourly or daily rates, travel expenses, and any other fees or charges that may apply.
o A project plan that displays the schedule, resources, and dependencies of the project or task, and how the Supplier will communicate and report their progress and issues to us.
Where any quotation has lead time or volume considerations, the Supplier must also detail within the quotation.
• Where the level of discount is affected by lead time, the lead time pricing tiers available and the discount applicable to the lead time offered.
• Where the level of discount is affected by volume, the volume pricing tiers available and the discount applicable to the volume tier offered.
The bidding supplier must provide us with the quotes within five working days from the date of our request. The quotes must be valid for 30 days from the date of issue. If the Supplier is unable to meet any of these criteria, they must acknowledge our request and inform us of the reason for the change and the expected date of delivery of the quotes/provide different validity date. We reserve the right to reject any quotes that are not provided within the specified time frame or that do not meet our requirements.
The bidder is expected to streamline software order process by providing a portal that list current pricing for repeatable COT's software and include features for tracking quotes and orders.
Award method when using the framework
Without competition
Contracting authorities that may use the framework
As well as the internal users within the Council, ICT Services division provide services to some of the Council's Alternative Service Delivery Models (ASDMs). ASDMs are arms-length organisations, which procure services from the Council. The Council reserves the right to add and remove additional ASDM's throughout the lifecycle of the Framework Agreement. Currently the council has relationships with East Midlands Combined Coalition Authority, VIA and Inspire.
All public sector organisations within the UK can access this framework agreement.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 June 2025, 12:00pm
Tender submission deadline
17 June 2025, 12:00pm
Submission address and any special instructions
Suppliers must submit their tenders through the e-tendering system before the deadline shown in the e-tendering system - https://www.eastmidstenders.org/
Suppliers will not be able to complete submissions unless the "Accept" button has been clicked for the Terms and Conditions of Tender.
If you experience any issues with the e-tendering system, and the online help tools cannot assist, please contact the Technical Support Team: ProContractSuppliers@proactis.com
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
14 July 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 March 2029
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Mark Up | Price | 24% |
| Final Sell Price | Price | 12% |
| Experience and Partnerships | Quality | 9% |
| COTs and Product Portfolio | Quality | 9% |
| Software License Management Experience | Quality | 9% |
| Quotations, Supply and Portal Requirements | Quality | 9% |
| Pre-sales Advice and Value-Add Services | Quality | 6% |
| Account Management | Quality | 6% |
| KPI | Quality | 6% |
| Professional Services | Price | 4% |
| Security Requirement | Quality | 3% |
| Implementation | Quality | 3% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Nottinghamshire County Council
- Public Procurement Organisation Number: PBCV-5152-BXBP
County Hall, Loughborough Road
Nottingham
NG2 7QP
United Kingdom
Email: prpc@nottscc.gov.uk
Region: UKF16 - South Nottinghamshire
Organisation type: Public authority - sub-central government