Scope
Reference
S R/2025/478
Description
Stoke-on-Trent City Council wishes to appoint an Information Communication Technology partner to assist in the supply, delivery, maintenance, support and implementation of its ICT requirements over a four year period.
The framework will be made available to public contracting authorities in Stoke-on-Trent, Staffordshire and Cheshire.
Commercial tool
Establishes a framework
Total value (estimated)
- £15,000,000 excluding VAT
- £18,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 14 November 2025 to 13 November 2029
- 4 years
Main procurement category
Goods
CPV classifications
- 30000000 - Office and computing machinery, equipment and supplies except furniture and software packages
- 48500000 - Communication and multimedia software package
- 48700000 - Software package utilities
- 48800000 - Information systems and servers
Contract locations
- UKD62 - Cheshire East
- UKG23 - Stoke-on-Trent
- UKG24 - Staffordshire CC
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
3%
Framework operation description
This Framework Agreement enables the Council and other eligible participating bodies to procure Deliverables through individual call-off contracts during the Framework period.
When a Customer wishes to procure Deliverables, they may issue a Call-Off Invitation to the Supplier, requesting a Quotation. The Supplier will respond with a Quotation that includes:
A description of the proposed Deliverables;
Any relevant implementation or delivery plans; and
Pricing, calculated in accordance with the agreed Pricing Mechanism, which includes:
the anticipated cost of the Deliverables,
an agreed margin, and
(for Non-Council Customers only) a management charge.
If the Customer accepts the Quotation, they will issue an Order, forming a call-off contract. This contract will incorporate:
the terms of the Framework Agreement,
the Customer's Order,
any specific requirements issued with the Call-Off Invitation, and
the Supplier's Quotation.
Customers are not obligated to proceed with a call-off after receiving a Quotation and may cancel or delay the process without incurring any cost or penalty.
Call-offs may be awarded with or without further competition, depending on the nature of the requirement and the award method selected.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
This framework may be used by the Council and other UK public sector bodies operating within the geographical regions selected in this notice. This includes (but is not limited to) local authorities, NHS bodies, police and emergency services, housing associations, and other contracting authorities as defined in the Public Contracts Regulations 2015 and the Procurement Act 2023.
Contracting authority location restrictions
- UKD62 - Cheshire East
- UKG23 - Stoke-on-Trent
- UKG24 - Staffordshire CC
Participation
Legal and financial capacity conditions of participation
Capacity conditions are included within the tender questionnaire
Technical ability conditions of participation
Equivalent qualifications and standards are included within the tender questionnaire
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
19 September 2025, 4:00pm
Tender submission deadline
6 October 2025, 4:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
4 November 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Software Management | Quality | 15% |
| Account Management | Quality | 15% |
| Social Value | Quality | 15% |
| Software and Hardware Roadmaps | Quality | 10% |
| Hardware Maintenance | Quality | 10% |
| Technical Support | Quality | 10% |
| Benchmarking | Quality | 5% |
| Server Maintenance - Basket of Goods | Price | 5% |
| Hardware Basket of Goods | Price | 5% |
| Percentage Mark up on Hardware | Cost | 5% |
| Percentage Mark up on Service | Cost | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Stoke on Trent City Council
- Public Procurement Organisation Number: PDQZ-1442-RZTZ
Civic Centre, Glebe Street
Stoke-on-Trent
ST4 1HH
United Kingdom
Region: UKG23 - Stoke-on-Trent
Organisation type: Public authority - sub-central government