Scope
Reference
iPads - Academic Year 2025/26
Description
The Contracting Authority, a Multi-Academy Trust operating a number of schools, is seeking to procure 850 Apple iPads to support the delivery of education across its academies. The devices will be used by students to enhance learning, improve access to digital educational resources, and support the Trust's digital strategy.
This procurement relates to the supply and delivery of new iPads with the following mandatory technical specifications:
Minimum Technical Specification:
• Device Type: Apple iPad, 11th Generation
• Screen Size: 11 inches
• Processor: Apple A16 chip or latest equivalent
• Storage: Minimum 128 GB
• Connectivity: Wi-Fi only
• Operating System: Latest version of iPadOS installed
• Charging Port: USB-C
• Battery Life: Suitable for all-day classroom use
• Accessories Included: USB-C charging cable and power adapter (Genuine Apple products)
• Fitted Screen Protectors and STM Dux Folio Protective Cases for all iPads
• Warranty: Minimum 12-month manufacturer's warranty
Quantity:
• A total of 850 units are required - may be required to be delivered to 3 different sites.
• Devices assigned to our three DEP instances for three separate schools
Purpose:
These devices will be deployed for direct use by students in classroom settings across multiple school sites operated by the Trust. The devices must be durable and suitable for frequent handling by students in primary and secondary education.
Delivery Requirements:
• Devices must be delivered to multiple school locations across the Trust (full addresses to be provided upon contract award).
• Delivery must be completed at schools by 31st August 2025.
• Devices should be boxed individually, with protective packaging and labelled where necessary.
• Bidders must confirm their delivery lead times and any available logistical options.
Warranty and Support:
• A minimum 1-year manufacturer's warranty is required.
• Suppliers are encouraged to outline any extended warranty options or service packages available.
Additional Considerations:
• All equipment must be new and sourced through official or authorised Apple channels to ensure full compliance with warranty and support conditions.
• Suppliers should ensure compatibility with mobile device management (MDM) systems commonly used in schools.
Contract Type and Term:
• This is a one-off supply contract, although the Contracting Authority reserves the right to purchase additional units under the same terms, subject to budget availability.
Evaluation Criteria:
The contract will be awarded on the basis of the most economically advantageous tender (MEAT), considering:
• Price
• Delivery timeframe
• Compliance with technical specifications
• Warranty and after-sales support
Procedure:
This procurement will follow the Open Procedure under the Procurement Act 2023, as the contract value exceeds the current threshold. All interested suppliers are invited to tender via the Find a Tender Service.
Total value (estimated)
- £223,000 excluding VAT
- £267,600 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2025 to 31 July 2026
- 1 year
Options
The right to additional purchases while the contract is valid.
The Contracting Authority reserves the right to purchase additional iPads on an ad hoc basis during the term of the contract, subject to budget availability and operational requirements. These additional purchases will be made under the same pricing, technical specifications, and contractual terms as the initial bulk order of 850 units.
This option allows the Trust to meet unforeseen demand, such as:
• Increases in pupil numbers;
• Expansion of digital learning programmes;
• Replacement of damaged or lost devices;
• Rollout to new school sites within the Trust.
Any additional orders placed under this option must be fulfilled within a maximum of 14 calendar days (2 weeks) from the date of additional orders throughout the one year contract
All additional devices must:
• Match the agreed technical specification (iPad 11th Gen, 128GB, Wi-Fi, USB-C, etc.);
• Be delivered at the same unit price as the original contract;
• Include the same accessories and warranty;
• Be delivered to school locations as directed by the Contracting Authority.
The total number of devices procured under the contract, for any optional purchases, shall not exceed 100 units unless otherwise agreed in writing.
Main procurement category
Goods
CPV classifications
- 30213200 - Tablet computer
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Participation
Legal and financial capacity conditions of participation
Legal and Financial Capacity Conditions of Participation-
Suppliers must be able to demonstrate that they have the legal capacity to enter into a public contract and the financial capability to deliver the contract requirements.
No audited accounts or evidence of insurance will be required at the selection stage. However, evidence of adequate insurance cover (e.g. public liability and professional indemnity) may be requested prior to contract award.
The Contracting Authority reserves the right to undertake proportionate financial checks on the preferred bidder, such as credit reference agency scores or review of financial statements, to assess economic viability prior to award.
Technical ability conditions of participation
Suppliers must demonstrate sufficient technical ability to fulfil the contract requirements. This may include evidence of:
Successful delivery of similar contracts involving the supply and delivery of tablet devices at a comparable scale.
Capacity to meet delivery deadlines, particularly for ad hoc orders within the specified 2-week period.
Experience working with education sector clients or multi-site organisations (desirable but not essential).
Ability to provide ongoing technical support and warranty fulfilment.
Where specific qualifications, certifications, or standards are referenced in the tender documents, equivalent or comparable alternatives will be accepted, provided the supplier can demonstrate that the alternative offers a similar level of quality, performance, and assurance.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Tender submission deadline
30 June 2025, 12:00pm
Submission address and any special instructions
Please email pdhami@affinitylp.co.uk with tender submissions. This should include the Questionnaire being fully completed along with additional information that may be useful to the bid.
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
11 July 2025
Recurring procurement
Publication date of next tender notice (estimated): 20 May 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Evaluation will be based on the total cost for 850 iPads as per the required specification, inclusive of all accessories, delivery, and any additional charges. Bidders must also confirm unit pricing... |
Price | 60% |
| Technical Compliance | Bidders must demonstrate that the proposed iPads meet or exceed the minimum technical specification set out in the tender documents. This includes device type, storage capacity, screen size,... |
Quality | 25% |
| Delivery and After-Sales Support | Evaluation will consider the supplier's ability to meet the required delivery timeframes for the initial order and ad hoc purchases (within 14 calendar days). This criterion also includes the quality... |
Quality | 15% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
ALP - Please complete - Questionnaire & Pricing.xlsx
Please complete the Questionnaire, spec and pricing.
ALP Terms and Conditions.pdf
Please see the attached Terms and Conditions of Affinity Learning Partnership.
Contracting authority
AFFINITY LEARNING PARTNERSHIP
- Companies House: 07442789
- Public Procurement Organisation Number: PTCC-7381-XBLV
C/O The De Ferrers Academy
Burton On Trent
DE13 0LL
United Kingdom
Email: pdhami@affinitylp.co.uk
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government