Overview
A large Multi-Academy Trust (MAT) overseeing 20 schools needed to replace approximately 3,000 aging devices across its schools in anticipation of Windows 10 support ending in October 2025. With capital funds unavailable, leasing emerged as the most practical solution to upgrade to Windows 11. The MAT partnered with Everything ICT, a Department for Education (DfE)-recommended ICT procurement framework, which facilitated access to pre-approved suppliers, ensuring value-for-money, compliance, and tailored support.
Project scope
The Trust’s estate included a mix of secondary, primary, and special schools, requiring phased replacement of devices with specific configurations for staff and students. Key specifications included:
Staff laptops Lightweight 14” devices, Intel i5, 8GB RAM, 256GB SSD, with a carry bag.
Student laptops: Durable chassis, Intel i5, 8GB RAM, 256GB SSD.
All devices required pre-imaging via Microsoft Autopilot, secure storage, and phased delivery over several months. The Trust also needed warranties to start from the delivery date (rather than the purchase date) to accommodate storage needs, and legacy devices had to be recycled in line with WEEE guidelines.
Key requirements
Phased delivery: A phased rollout was essential to manage logistics and avoid disruption across multiple schools.
Single lease agreement: A unified lease and payment structure was needed to cover all deliveries, with payments starting only once all devices were on-site.
Bonded stock agreement: Ensured secure storage, insurance coverage, and stock reservation.
Recycling: Compliance with WEEE regulations for the proper disposal of old devices, with financial benefits returned to the Trust.
Process and supplier selection
After assessing its existing IT infrastructure, the Trust leveraged Everything ICT’s network of over 200 pre-approved suppliers, inviting six suppliers to bid on the project. Suppliers were evaluated based on their ability to meet the required specifications, provide secure storage and pre-imaging, and offer support and recycling services. The phased delivery approach minimised disruption and ensured warranties would align with delivery dates, providing added assurance. A single lease agreement structured to begin payments only after full delivery offered essential financial flexibility. The bonded stock agreement further safeguarded the Trust’s investment by securing insurance and safe storage.
Outcome
Following a rigorous selection process, the Trust took a proposal for selected preferred suppliers for both the devices and the leasing arrangement to Trustees for approval.
Conclusion
Everything ICT’s procurement framework provided the Trust with an efficient, compliant, and value-driven solution for their Windows 11 upgrade. By utilising Everything ICT’s network of pre-approved suppliers, the Trust was able to secure a solution that met their unique needs and budget, ensuring a smooth transition to Windows 11. This project underscores the benefits of leasing as a flexible and financially viable approach for large-scale IT upgrades in the education sector.
Recommendations
For other educational institutions considering similar upgrades:
Use a procurement framework: Frameworks like Everything ICT streamline the process, ensure compliance and value-for-money, and provide access to trusted suppliers.
Market research: Before you start an exercise, complete a market testing exercise to help shape the specification/type of device that will suit your needs
Consider phased rollouts: Phased implementation helps manage logistics and reduces operational disruption.
Prioritise financial flexibility: Lease agreements with phased payment structures help manage budgets effectively.
Embrace sustainability: Including recycling provisions ensures compliance and may provide additional financial benefits.
For more information on how Everything ICT can support your Windows 11 upgrade, please contact our team for guidance.
Our team of experts are here to support you every step of the way.