Tender

The Supply of Premium Pencils

YORKSHIRE PURCHASING ORGANISATION

This public procurement record has 2 releases in its history.

Tender

07 Nov 2025 at 15:46

Planning

15 May 2025 at 12:21

Summary of the contracting process

The Yorkshire Purchasing Organisation (YPO), a public authority-sub central government body located in Wakefield, United Kingdom, is seeking suppliers for the supply of premium pencils. This tender is in the tender stage, having been initiated on 7th November 2025, with a closing date for submissions on 19th December 2025. The procurement involves establishing a framework agreement for supplying various types of pencils primarily for educational and local authority markets. These supplies are to be delivered to YPO's distribution centre in West Yorkshire. The procurement method is an open procedure with an estimated value of £6,000,000 excluding VAT, with the contract period expected to run from 1st April 2026 to 31st March 2030.

This tender offers substantial opportunities for businesses involved in manufacturing or supplying office, art, educational equipment, or drawing instruments, particularly those with a focus on premium pencils, including colouring, sketching, and eco-friendly designs. The tender is structured to support SMEs and VCSEs, encouraging competitiveness and diversity. With a framework agreement in place, this contract allows suppliers to deliver a variety of products under each lot, ensuring a consistent supply to meet the educational needs from early years to higher education. Suppliers with robust quality assurance processes, timely delivery capabilities, and a commitment to sustainability in production are particularly well-positioned to benefit from this contract, offering long-term business growth potential.

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Notice Title

The Supply of Premium Pencils

Notice Description

YPO are looking for Suppliers to be appointed onto a Framework Agreement following a Competitive Tendering Procedure for the supply of Premium Pencils for use primarily in the education market and local authority sectors. This Framework is designed to meet the needs of YPO by establishing an agreement for Suppliers to deliver stock into YPO's distribution centre in Wakefield, West Yorkshire.

Lot Information

School colouring pencils

This lot is for School colouring pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Jumbo School Colouring Pencils

This lot is for Jumbo School Colouring Pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Eco colouring pencils

This lot is for Eco colouring pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Premium Colouring Pencils

This lot is for Premium Colouring Pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Sketching Pencils

This lot is for Sketching Pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

HB School and office Pencils

This lot is for HB School and office Pencils

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Graphite and Charcoal

This lot is for Graphite and Charcoal

Options: Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded.

Planning Information

YPO are looking to start pre market engagment for the provision of Premium Pencils Including HB, Colouring, Graphite and Charcoal ranges to be stocked in the YPO warehouse in Wakefield (WF2 0XE) for delivery to our customer base. All items will be stocked in YPOs warehouse and there will be no direct delivered to customer items. YPO intends to close the preliminary market engagement by the 06/06/2025. If you are interested in this opportunity please complete the excel sheet and return to the buying team by email with the information requested in the Questions tab alongside any further questions you may have around this opportunity: amelia.clutton@ypo.co.uk YPO are looking for testing methods to ensure we achieve best value and quality in the market. How do you as manufacturer test these products to ensure consistence in high quality? YPO are looking to find the standard product ranges available in the market to allow us to build the product specifications for each proposed lot. Eg pack sizes /wood type / barrel type /environmental claims (this may include customer feedback you have to support). YPO require detail of ranges that can be offered by providers for specific markets Eg EYS / colouring / HB/ graphite / charcoal. (YPO require providers that can offer full ranges of product to meet the needs of the customer base from Early Years through to Secondary and higher education) YPO are looking for your social value / sustainability offering to support your product ranges. YPO reserves the right to not commit to advertising this tender if we do so wish. Should YPO wish to proceed further a formal procurement process will be followed in accordance with YPO's contract procedure rules and in line with the Procurement Act 2023 as relevant. Please note that any information is being sought without prejudice and without commitment.

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051471
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072147-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

30 - Office and computing machinery, equipment and supplies except furniture and software packages


CPV Codes

30192130 - Pencils

Notice Value(s)

Tender Value
£6,000,000 £1M-£10M
Lots Value
£6,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
7 Nov 20253 months ago
Submission Deadline
19 Dec 2025Expired
Future Notice Date
6 Jun 2025Expired
Award Date
Not specified
Contract Period
31 Mar 2026 - 31 Mar 2030 4-5 years
Recurrence
2028-11-01

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Contracting Authority (Buyer)

Main Buyer
YORKSHIRE PURCHASING ORGANISATION
Contact Name
Contracts Team
Contact Email
contracts@ypo.co.uk
Contact Phone
+441924664685

Buyer Location

Locality
WAKEFIELD
Postcode
WF2 0XE
Post Town
Wakefield
Country
England

Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
TLE45 Wakefield

Local Authority
Wakefield
Electoral Ward
Wrenthorpe and Outwood West
Westminster Constituency
Wakefield and Rothwell

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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                            "name": "Social Value and Sustainability",
                            "description": "Two questions to be answered around social value and sustainability. This will include specific to product category as well as the overall business strategy.",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Cost will be evaluated by pricing(CIPFA) of a range of key products that can be offered which will be 75% of the overall score and then rebates will account for 25%.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please refer to procurement documents"
                        },
                        {
                            "type": "technical",
                            "description": "Please refer to procurement documents"
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2030-03-31T23:59:59+01:00"
                },
                "hasOptions": true,
                "options": {
                    "description": "Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded."
                }
            },
            {
                "id": "6",
                "title": "HB School and office Pencils",
                "description": "This lot is for HB School and office Pencils",
                "status": "active",
                "value": {
                    "amountGross": 7500000,
                    "amount": 6000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality will be assessed 50% by sample evaluation and 25% quality control methods and procedures in place and 25% marketing support that can be offered.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Delivery and Customer Service",
                            "description": "Lead times, KPI'S and delivery performance plus capacity. One question will be worth the full 10%.",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value and Sustainability",
                            "description": "Two questions to be answered around social value and sustainability. This will include specific to product category as well as the overall business strategy.",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Cost will be evaluated by pricing(CIPFA) of a range of key products that can be offered which will be 75% of the overall score and then rebates will account for 25%.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please refer to procurement documents"
                        },
                        {
                            "type": "technical",
                            "description": "Please refer to procurement documents"
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2030-03-31T23:59:59+01:00"
                },
                "hasOptions": true,
                "options": {
                    "description": "Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded."
                }
            },
            {
                "id": "7",
                "title": "Graphite and Charcoal",
                "description": "This lot is for Graphite and Charcoal",
                "status": "active",
                "value": {
                    "amountGross": 7500000,
                    "amount": 6000000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Quality will be assessed 50% by sample evaluation and 25% quality control methods and procedures in place and 25% marketing support that can be offered.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Delivery and Customer Service",
                            "description": "Lead times, KPI'S and delivery performance plus capacity. One question will be worth the full 10%.",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value and Sustainability",
                            "description": "Two questions to be answered around social value and sustainability. This will include specific to product category as well as the overall business strategy.",
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                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Cost will be evaluated by pricing(CIPFA) of a range of key products that can be offered which will be 75% of the overall score and then rebates will account for 25%.",
                            "numbers": [
                                {
                                    "number": 35,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please refer to procurement documents"
                        },
                        {
                            "type": "technical",
                            "description": "Please refer to procurement documents"
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2030-03-31T23:59:59+01:00"
                },
                "hasOptions": true,
                "options": {
                    "description": "Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of the lot awarded."
                }
            }
        ],
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "participationFees": [
            {
                "id": "ocds-h6vhtk-051471",
                "type": [
                    "win"
                ],
                "relativeValue": {
                    "proportion": 0.03,
                    "monetaryValue": "award"
                }
            }
        ],
        "submissionMethodDetails": "https://procontract.due-north.com/register?ReadForm",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-12-19T14:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2025-12-05T14:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2026-03-20T23:59:59Z"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "Associated documents can be found at https://procontract.due-north.com/register?ReadForm",
                "url": "https://procontract.due-north.com/register?ReadForm"
            },
            {
                "id": "072147-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/072147-2025",
                "datePublished": "2025-11-07T15:46:56Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2028-11-01T23:59:59Z"
                }
            ]
        },
        "riskDetails": "Product discontinuation Supply chain Currency fluctuations Change in customer buying patterns Price increases due to market fluctuations"
    },
    "language": "en"
}