YPO - 001223 - ICT Managed Service & Digital Transformation Solutions

Description

This notice is to advise that preliminary market engagement commenced prior to the Procurement Act 2023 (in January 2025) and is aiming to be completed by COP 13th February 2026. Suppliers who are interested in this proposed Procurement may email the ICT Procurement Team to ask any questions or clarifications on the contact details within this notice, prior to the deadline noted within Stage 3 of this PME Notice. Scope: YPO is looking to establish a solution for the delivery and supply of ICT managed services and digital transformation solutions, which promotes strategic, long-term partnerships between providers and contracting authorities enabling digital transformation solutions within the IT, document management and print remit. This may be for a new solution, or upgrade of an existing solution, with a view to enabling full end-to-end management of the contracting authority’s digital IT solution. The purpose of the proposed procurement solution is to enable a route to market whereby a contracting authority can align with a strategic provider who will collaborate with the contracting authority throughout their digital IT transformation project, no matter the size of the requirement, or length of the journey, to successfully achieve the desired outcomes to transform/streamline business processes and efficiencies. This may be for single solutions, or end-to-end management. Background Information: The proposed procurement opportunity is a brand-new offering to YPO which has been developed due to; • Previous collaborative Framework agreements terminating and leaving YPO with no alternative route • The expiration of a YPO Framework (ICT Managed Service) • Market research which shows a gap in the market for an all-encompassing ICT managed service and digital transformation route to market • Customer engagement showing the demand for such a route • YPO’s internal contracts expiring in the near future, with a requirement to reprocure which we would aim to be via this proposed procurement route Stage 1 – Initial, Early Engagement: From January 2025, YPO has engaged with suppliers regarding an upcoming tender opportunity for proposed procurement solution. Market engagement commenced prior to the Procurement Act 2023. Due to the reasoning provided in the bullet points above, YPO had already established an anticipated Scope of Requirements and proposed procurement structure, which has strengthened, but not changed from the original scope set out. Due to research showing the size of the market and expanse of digital ICT solutions, Stage 1 of pre-engagement focussed initially on meeting with suppliers whereby we already had an existing relationship with, either via expired, or current Framework Agreements within the ICT Category. The suppliers outlined within this first stage of PME have not been placed at an advantage as YPO have not limited engagement to these suppliers only, this was just a starting point to commence engagement. Stage 2 – Additional Market Research: Stage 2 of engagement included undertaking market research via sources such as Contracts Finder and Oxygen Finance, to understand customer spend and requirements further, as well as identify and engage with any Suppliers in which we had not captured via the first stage noted above. Research Utilised; • Contracts Finder • Find a Tender • Oyxgen Finance • Current and expired Framework Agreement suppliers • YPO internal procurement suppliers • Industry events • Stakeholder engagement sessions • SWOT analysis of the solution, public sector landscape and market YPO have also engaged with internal and external stakeholders who also have an interest in using this proposed procurement solution to understand any additional suppliers or requirements, to ensure all elements have been fully captured. Other means this proposed solution has been advertised: • through the YPO Technology Frameworks page (IT Managed Services & Digital Transformation Solutions | YPO) which shows the opportunity to be coming soon and how to contact the buyer to discuss further • at industry events such as YPO Supplier summit, BETT, Procurex and DigiGov in which ICT Category members attended, scoped out suppliers and were on the stand • discussed at SPG and customer engagement sessions All discussions have focussed on the same agenda areas (detailed below). The purpose of engagement was to ensure that the proposed specification and routes to market contains fair, achievable requirements for both SME’s and larger organisations, which are in line with the market and customer buying trends. The aim of pre-engagement sessions was to improve on previous Framework offerings and discuss the following: - Any potential new products and opportunities for innovation (such as AI) - Development of YPO T&Cs to ensure suitability for both the market and Contracting Authorities - Relevant insurance requirements - Relevant legislative requirements, quality standards and industry practices - Social value requirements relevant within the market - YPO’s approach to the proposed procurement route and customer buying trends and how customers buy, i.e. further competition and direct award which will now be known as competitive selection procedures and award without competition - Supplier pricing models and mechanisms - Appropriate procedure, Conditions of Participation and Mandatory Requirements which are relevant and achievable for both SME’s as well as larger enterprises and meets customer requirements and expectations Outcomes as of 14/01/2026: - Specification development ensuring that the proposed structure is suitable, future proofed and captures innovation including any new and emerging technologies which may arise within the next 4 years. - Development of lot structure and ensuring the products/services within are relevant and achievable for both SME’s and larger enterprises as well as meeting customer requirements and expectations. - Drafting of the proposed T&Cs ensuring suitability for the products/services which may be purchased within this proposed procurement solution - Setting the appropriate insurance levels which are in line with the products/services which may be purchased within this proposed procurement solution, ensuring they are achievable for both SMEs and larger enterprises. - Setting the appropriate legislative requirements, quality standards and industry practices ensuring they are in line with what may be purchased within this proposed procurement solution and ensuring they are achievable for both SME’s and larger enterprises. - Setting achievable and relevant social value KPIs aligned to YPO’s new social value proxy initiative ensuring they are achievable for SME’s as well as larger enterprises. - Developing Call-off mechanisms for customers utilising the proposed procurement solution. - Developing a suitable cost evaluation mechanism for the proposed procurement solution. - Designed an appropriate procedure, Conditions of Participation and Mandatory Requirements which are relevant and achievable for both SME’s as well as larger enterprises and meets customer requirements and expectations.