The Energise Me Trustee Board is seeking to appoint an IT service provider for IT support and security commencing at the end of our current contract on 31st July 2025.

Energise Me is a Charitable Incorporated Organisation registered with the Charity Commission (Charity Registration Number 1165592) and was established in 2016.  

 Energise Me is one of a network of 42 Active Partnerships across England, and from our base in Winchester we champion physical activity for all in Hampshire and the Isle of Wight, with the aim of reducing inactivity across the county. We are currently working to implement our We Can Be Active strategy by being: 

Curious about what stops people from being active 

Open to different ideas and perspectives 

Creative in how we do things and who we work with 

Bold in taking risks and speaking out about things that need to change 

The organisation uses Microsoft 365 and its available software and holds its data through SharePoint and OneDrive. Alongside, Energise Me also house a firewall, APC, and a switch to support security and infrastructure.  

Our staff team is currently made up of 22 permanent and fixed term contracted members of staff, alongside a handful of contractors who sporadically require IT support. 

We are inviting tenders from suitable qualified and competent IT providers with a high level of knowledge and understanding of cloud-based software, including Microsoft 365.  The services required will include but are not limited to: 

 Standard Services: 

• Prevention and Detection of security risks
• Support for ad-hoc needs (such as issues or password resets)
• Regular updates to keep the systems running smoothly
• Onboarding and Offboarding of new staff and leavers

Additional Services as/if required:

• Cyber Essentials 
• AI support
• Infrastructure work
• CRM and system integration support 

Tender submissions are invited to be submitted by the 21st April 2025.  All prices should be quoted in Pounds Sterling and include VAT where applicable.  Tender documents should include: 

• Key facts about your firm, including short biographies of the senior personnel who would be assigned to the engagement 

• The proposed monthly fee 

• Details of your firm’s experience with cloud computing, SME and/or charities 

• What value-added services you can offer to Energise Me (e.g. technical or charity specific updates) 

• Details of your approach, including your pro-active approach to make sure annual requirements such as Cyber Essentials are completed on time  

• We are interested to appoint an external IT firm who share our values of promoting physical activity, diversity and inclusion, environmental and social responsibility and who support local businesses.  Please can you provide brief details of how your firm share these values 

Tenders will be assessed by the Finance and Audit Committee on the following criteria: 

• Evidence of work with cloud computing, SME and/or charities 

• The ability to provide a full range of services required 

• The firms approach to customer service and communication 

• Demonstration of shared values (promoting physical activity, diversity and inclusion, environmental and social responsibility) 

• The value for money of the tender (note that we will be assessing on the value for money, not the lowest bid) 

3rd April 2025 – RFQ available to vendors 

21st April 2025 – Tender documents to be submitted to Energise Me 

1st May 2025 – Selection of vendor  

1st August 2025 – Contract to start 

Please submit all questions on this tender and any applications to Jake Hitchcock, Finance and Administration Officer: Jake.Hitchcock@energiseme.org