Summary

Castle Partnership Trust, a growing multi-academy trust based in Somerset, appointed Assetproc to lead a Trust-wide procurement for a new ICT Managed Service.

The Trust faced inconsistent service delivery, outdated infrastructure, and rising support costs under its existing mix of in-house and outsourced arrangements. Within four months, Assetproc delivered a fully compliant procurement process and helped appoint a single provider across all schools — resulting in improved service performance, modernised systems, and annual savings of over £22,000.

“This was one of the smoothest and most transparent procurement processes we’ve experienced. Assetproc brought clarity, pace, and real expertise.” 

CFO – Castle Partnership Trust

Advice

Prior to engaging Assetproc, the Trust’s schools used various local ICT providers and in-house technicians, which led to fragmented systems, service interruptions, and no clear IT strategy. Assetproc developed a consolidated procurement strategy to future-proof the Trust’s digital infrastructure.

Here’s how the process was delivered:

• ICT audit and stakeholder engagement
  Assetproc carried out an on-site audit across all Trust schools. This included reviewing current infrastructure, support arrangements, software licensing, and device lifecycle management. Interviews were held with headteachers, IT leads, and finance staff to understand pain points and goals.

• Standardisation of technical requirements
  Using the audit results, Assetproc developed a Trust-wide technical specification covering core services: network support, device management, helpdesk response, cyber security, and future upgrades. Requirements were aligned with DfE digital standards and scalable to future growth.

• Compliant tendering and provider evaluation
  A compliant tender process under public procurement rules was run via Contracts Finder. Assetproc handled all documentation, clarifications, bidder queries, and site visits. Proposals were scored on cost (40%) and quality (60%), including SLAs, transition planning, and innovation.

• Presentation day and contract finalisation
  Shortlisted bidders delivered presentations to the Trust panel, facilitated by Assetproc. Scoring matrices and comparative reports were provided. A preferred supplier was unanimously selected and appointed on a 3-year contract, with optional extensions.

“Assetproc helped us cut through complexity and achieve a solution that is cost-effective and future-ready”

Trust IT Lead – Castle Partnership Trust

Effects  

The new ICT Managed Service delivered tangible and immediate results for Castle Partnership Trust:

• £22,000 in annual savings compared to previous fragmented support costs

• 45% faster response time to ICT support tickets across all sites

• 80 outdated devices replaced and unified under a central asset register

• Single helpdesk and remote support system across the Trust

• Improved cyber security through centralised patching, firewall monitoring, and staff training

Furthermore, schools benefited from proactive maintenance visits, easier procurement of new equipment, and a consistent IT experience for staff and students.