Scope
Reference
IA3702
Description
The Service is to provide as a minimum six (6) parcels. These must be sent calendar monthly to the Virtual Schools nominated address, as identified for each eligible child. High-quality books from a range of genres, maths games and other high-quality materials, that are age appropriate to support our children's learning, which will support narrowing the gap in education achievements for our children. We expect the Provider to demonstrate how and why materials included in a parcel are chosen. The Council support academic five hundred and thirty (530) children per year. The provider will be able to support additional children should the Council need to add new to care children to the Service each month. For those new to care children, we expect them to receive all parcels from the year.
Supply of Materials-
Staffordshire County Council invites Tenders for the provision of a Service to deliver "Educational Books and Maths Games Parcels" to eligible children in care as identified by the Staffordshire virtual school. These parcels must engage the children and young people of in reading and playing educational games through the content they provide. The Provider will supply these children with colourful parcels containing books for them to keep, maths games, stationery and other high-quality materials on a calendar monthly basis, for six (6) agreed months of the year, at an agreed start date per agreed cohort. There will be an additional bonus parcel at Christmas. Suppliers will not be expected to provide the bonus parcel for 2025 but will be expected for the years thereafter. This brings the Total to seven (7) parcels per academic cohort.
The provider will need to have available parcels that are split by school year groups:
• Children aged 4-5 in the Early Years Foundation Stage/Reception
• Children in Year 1, (age 5-6)
• Children in Year 2, (ages 6-7)
• Children in Year 3, (ages 7-8)
• Children in Year 4 (ages 8-9)
• Children in Year 5, (ages 9-10)
• Children in Year 6 (ages 10-11)
• Children in Year 7 (ages 11-12)
Note: If there is a child who is working at a lower or higher level, an appropriate parcel despite their school year group can be chosen.
The parcel packaging will be robust to contain and transport the contents by the selected postal service be child friendly and it should not distinguish the cohort it's intended for. The packaging must however have distinguished identification (what this is will be decided between the Provider and the Council) to allow teachers and carers to identify the package.
The Virtual School will provide the current posting list each month to the provider upon request.
To access the tender documents and/or place a bid for the contract please visit: https://supplierlive.proactisp2p.com/Account/Login
Total value (estimated)
- £475,000 excluding VAT
- £570,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 19 January 2026 to 18 January 2028
- Possible extension to 18 January 2032
- 6 years
Description of possible extension:
The term may be extended by (2 x 2 year extension periods) on the same terms for such periods in accordance with the contract taking the contract to a maximum term of 18th January 2032. These extension periods can be used at the councils discretion.
Main procurement category
Goods
CPV classifications
- 37524100 - Educational games
- 80100000 - Primary education services
- 80200000 - Secondary education services
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)
- UKL - Wales
- UKM - Scotland
- UKN - Northern Ireland
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
4 December 2025, 11:59pm
Tender submission deadline
11 December 2025, 12:00pm
Submission address and any special instructions
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
9 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 80% |
| Pack Selection and Contents | Quality | 7.5% |
| Pack Contents and reasoning | Quality | 7.5% |
| Postal Methods | Quality | 5% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Staffordshire County Council
- Public Procurement Organisation Number: PZDG-2995-QQMD
1 Staffordshire Place, Tipping Street,
Stafford
ST16 2LP
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government