Scope
Reference
DN765254
Description
The successful Supplier appointed through this Procurement will be required to enter into a contractual agreement with Border to Coast to provide corporate ICT services. Border to Coast is looking for the appointed successful Supplier to contract for a term of 4 years, with then the option to extend, subject to performance and price negotiation, twice for 2 additional years each (resulting in a maximum possible term of 8 years).
Border to Coast intends to appoint a partner organisation to support core capabilities necessary to manage its existing infrastructure and achieve its future ICT objectives. This includes the oversight of the existing infrastructure and provision of corporate ICT solutions to enable Border to Coast to operate its core business using latest technologies deployed in a modern and flexible environment. The ICT Managed Service will manage and oversee the cloud based collaborative platform to allow Border to Coast to manage and deliver its investment portfolio effectively and securely. This will include hardware, infrastructure, communications, service support, cyber and data resilience capabilities. Border to Coast currently operates on a single site with circa. 180 users, and has adopted standard Microsoft
365 solutions, with additional Business Central (Finance), CRM and Data modules deployed across the business.
The Supplier's Standard Terms & Conditions must incorporate the Mandatory Terms & Conditions or equivalent terms, full details of which are contained in Appendix M. Suppliers wishing to provide an equivalent set of terms to Part 2 Appendix M Mandatory Terms & Conditions must indicate this clearly in Appendix M by ticking the relevant confirmation statement at the top.
Suppliers should ensure that they are familiar with these requirements and that their Standard Terms & Conditions are capable of being accepted by Border to Coast. Any queries regarding the Mandatory Terms & Conditions such as the adoption of the Suppliers' terms should be raised as part of the clarification process prior to submission of tenders. A full contract incorporating the Mandatory Terms & Conditions will only need to be provided to Border to Coast once the successful Supplier has been notified.
Total value (estimated)
- £7,000,000 excluding VAT
- £8,400,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 17 May 2026 to 16 May 2030
- Possible extension to 16 May 2034
- 8 years
Description of possible extension:
Border to Coast is looking for the appointed successful Tenderer to contract for a term of 4 years, with then the options to extend, subject to performance and price negotiation, twice for 2 additional years each (resulting in a maximum possible term of 8 years).
Main procurement category
Services
Additional procurement category
Goods
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
- 48200000 - Networking, Internet and intranet software package
- 30200000 - Computer equipment and supplies
Submission
Enquiry deadline
30 September 2025, 12:00am
Submission type
Tenders
Deadline for requests to participate
6 October 2025, 12:00pm
Submission address and any special instructions
Suppliers who have not previously submitted an expression of interest will need to register for Proactis ProContract and respond to the ProContract Expression of Interest/Advert, published under Opportunity ID DN765254 to be automatically invited to access tender documentation and submit bids. Log in and registration links are below:
Log in - https://procontract.due-north.com/Login/Index?ReturnUrl=/Login/LogoutConfirmation
Registration link - https://procontract.due-north.com/Register
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
26 November 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality/Service | Quality | 60% |
| Bid Price | Price | 20% |
| Pre-Selection and Strategic Alignment Questionnaire: Parts 2 and 3 | Quality | 15% |
| ESG | Quality | 5% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Part 1 - Issuing Procurement Documentation:
i. Border to Coast publish the relevant Notices under the Act and all documentation relation to the Procurement.
Part 2 - Clarification Phase:
ii. Suppliers to submit clarification questions within deadline stated in the Procurement Timetable.
iii. Border to Coast to respond to clarifications within the deadline stated in the Procurement Timetable.
iv. Suppliers to complete documents at 2.3 within the deadline stated in the Procurement Timetable.
Part 3 - Review and Assessment of Pre-Selection and Strategic Alignment Questionnaire :
v. Border to Coast to assess Part 1 of the Pre-Selection and Strategic Alignment Questionnaire.
vi. Border to Coast to assess Parts 2 and Part 3 of the Pre-Selection and Strategic Alignment
Questionnaire to down-select Suppliers.
vii. Notification to all Suppliers of Down-Selection outcome.
Part 4 - Evaluation of Bids:
viii. Border to Coast evaluate Bids.
Part 5 - Clarification Phase 2:
ix. Border to Coast may carry out clarification meetings. Please note any in-person meetings are to take place at Border to Coast's Leeds office.
Part 6 - Due Diligence:
x. Border to Coast will carry out Due Diligence on the remaining Suppliers which may include a site visit.
Part 7 - Assessment and Moderation:
xi. Moderation sessions will take place following Clarification Phase 2 and Due Diligence.
Part 8 - Contract Award:
xii. Border to Coast to issue Contract Award Notice and assessment summary letters.
xiii. Standstill period observed.
xiv. Border to Coast and selected Supplier to execute Contract.
Reduced tendering period
Yes
Qualifying planned procurement notice - minimum 10 days
Contracting authority
Border to Coast Pensions Partnership Limited
- Companies House: 10795539
5th Floor, Toronto Square, Toronto Street
Leeds
LS1 2HJ
United Kingdom
Contact name: Border to Coast Procurement Team
Email: procurement@bordertocoast.org.uk
Website: https://www.bordertocoast.org.uk/
Region: UKE42 - Leeds
Organisation type: Public authority - sub-central government