Official UK procurement notice
PP-10170 Aletheia Academies Trust MFDs
Authority: ALETHEIA ACADEMIES TRUST (Education)·On behalf of: Place Group Ltd
What is being bought
Published requirement descriptionAletheia Academies Trust consists of sixteen academies including thirteen Primary schools, two Nurseries, and one All-Through School. With expansion on the horizon and their community growing, their student population of 4,600 pupils is projected to increase to over 8,000 by 2031 based on current and known growth plans. Alkerden Academy opened in September 2025. It is important that the Successful bidder is able to cope with the growth and support the Trust in a flexible manner.
There are currently approximately 136 devices across these 16 schools, 77 of which are expected to be mobilised in the first 12 months of the contract, largest number of mobilisations are expected to be in April 2026 and Summer 2026. Please refer to the Attachment 1b Hardware and Software Form for more information, including the range for other mobilisation dates. This is subject to change and a final version will be provided at ITT stage.
Some schools will be looking to reduce and streamline their volume of devices to make savings. However, the Authority will be growing as a trust steadily, over the course of the contract term, which has been taken into consideration for the value of the contract.
The Authority are not looking for a co-terminus end date for all devices across schools when they are mobilised under this contract, but instead intend to create groups of schools, each group with a firm contract end date. This will allow for an organised and simplified approach to renewals going forward. A suggested timeline and grouping list has been provided as part of the ITT pack which can be located in Attachment 1b HW & SW Form (tab 3) and the Authority anticipates shortlisted bidders being open to this approach.
Please be aware that Knowle Academy (KNO) will own all of their devices by the end of the contract date, therefore they require a “support, maintenance and toner” contract only.
The Contract period will be for 5 years initially with the option to extend for two further one-year periods.
- How the procedure runs: This competitive flexible procedure will be conducted in two stages. The two stages are set out in detail in the tendering documentation, and summarised briefly below: 1) Stage 1 - Invitation to Participate. Suppliers are invited to request to participate in the tender by completing the required Stage 1 response documentation. Suppliers will be assessed in line with the Conditions of Participation set out in the Stage 1 documentation and the process outlined in the tendering documentation, in order to select suppliers to progress to Stage 2. 2) Stage 2 – Invitation to Submit a Final Tender. Suppliers successful in being selected at Stage 1 (in line with the process as set out in detail in the tendering documentation) will be invited to submit a final tender, and will be scored in line with the award criteria and methodology set out within the tendering documentation for Stage 2
CPV: Printing and related services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£8,400,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
- Simple description: Quality Assessment: 60% of overall score Price Assessment: 40% of overall score See ITT Part A document for full breakdown
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 10 Oct 2025, 15:27 BST
- Last source update
- 3 Jun 2026, 10:51 BST
- Award evaluation window
- Submission end – 2 Mar 2026
- Authority reference
PP-10170- FTS notice number
2025/S 000-064261- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05acf5Find a Tender
- How it runs
This competitive flexible procedure will be conducted in two stages. The two stages are set out in detail in the tendering documentation, and summarised briefly below:
- Stage 1 - Invitation to Participate. Suppliers are invited to request to participate in the tender by completing the required Stage 1 response documentation. Suppliers will be assessed in line with the Conditions of Participation set out in the Stage 1 documentation and the process outlined in the tendering documentation, in order to select suppliers to progress to Stage 2.
- Stage 2 – Invitation to Submit a Final Tender. Suppliers successful in being selected at Stage 1 (in line with the process as set out in detail in the tendering documentation) will be invited to submit a final tender, and will be scored in line with the award criteria and methodology set out within the tendering documentation for Stage 2
How it was run
Official notice- Requests to participate (first stage)
- 7 Nov 2025, 12:00 GMT
- Submission deadline
- 7 Nov 2025, 12:00 GMT
- Clarification deadline
- 27 Oct 2025, 17:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
10 Oct 2025 → 3 Jun 2026 · 8 dates- Tender notice published382 days ago10 Oct 2025, 15:27 BST
- Clarification questions by365 days ago27 Oct 2025, 17:00 GMT
- Submission deadline354 days ago7 Nov 2025, 12:00 GMT
- Award decision expected by238 days ago2 Mar 2026, 23:59 GMT
- Assessment summaries sent202 days ago8 Apr 2026, 00:00 BST
- Standstill ends192 days ago17 Apr 2026, 23:59 BST
- Contract starts176 days ago4 May 2026, 00:00 BST
- Latest notice published146 days ago3 Jun 2026, 10:51 BST
Notice history
5 events · 3 releases on Find a Tender · since 10 Oct 2025- Tender notice published10 Oct 2025, 15:27 BSTUK4
- Contract award notice published8 Apr 2026, 14:53 BSTUK6
- Status changed to complete8 Apr 2026, 14:53 BST
- Contract signature expected21 Apr 2026, 23:59 BSTscheduled
- Contract details notice published3 Jun 2026, 10:51 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| XEROX UK LIMITED4 May 2026 – 3 May 2029 · up to 3 May 2031Extensions: Option to extend for two further one-year periods at the discretion of the Client | £1,739,103 | 8 Apr 2026 | Awarded |
Contracts
PP-10170 Aletheia Academies Trust MFDs · XEROX UK LIMITED
- Signed
- 3 May 2026
- Value
- £1,739,103
- Period
- 4 May 2026 – 3 May 2029 · up to 3 May 2031 with extensions
- Status
- active
- Extensions
- Option to extend for two further one-year periods at the discretion of the Client
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders | 0 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- Place Group LtdProcess contact pointProcuring entityProcurement Agent on behalf of client
Bidders & participating suppliers
1 commercial party on the notice- XEROX (UK) LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender