Scope
Reference
049-POL-24
Description
West Yorkshire Combined Authority (WYCA) as the Contracting Authority ("CA") for West Yorkshire Police (WYP) wishes to establish a single Provider Contract for the provision of Healthcare and Forensic Services in Custody. The CA is tendering this requirement in accordance with the Procurement Act 2023, following the Competitive Flexible Procedure.
The Supplier is required to deliver a high quality and cost effective service, which meets the healthcare requirements of detainees and assists with the recovery of forensic evidence, whilst working to reduce re-offending.
The Supplier must deliver a 24/7/365 embedded service in all Force custody suites, at;
- Elland Rd (Leeds DHQ)
- Stainbeck (Leeds)
- Trafalgar House (Bradford)
- Halifax (Calderdale)
- Dewsbury (Kirklees) (New station opening 2026)
- Havertop (Wakefield DHQ)
There is also an Overspill Suite at Pudsey (Leeds) which is occasionally used.
Plus the North East Counter Terrorism Unit (CTU) is also based in West Yorkshire.
The CA requires one Healthcare Professional (HCP) to be embedded at each of the six custody suites. One additional HCP is required as peripatetic cover, referred to locally as resilience cover, to work across all custody suites providing additional assistance and support as required by fluctuations in demand for service. The peripatetic HCP will initially be based at Trafalgar House Bradford custody suite when not required to provide cover/assistance at any of the other custody suites, however this may change during the term of the Contract.
CTU require the initial assessment of TACT detainees to be carried out by an FME. Subsequent assessments, however, can be undertaken by HCPs. There may also be other exceptional occurrences where an FME is deemed necessary to undertake an assessment instead of a HCP. A Pay As You Go (PAYG) model for FME's is required instead of an embedded/on-call FME model included in the annual service cost.
The service will be supported by an online booking system for the request of healthcare services, triaging & prioritising the order of calls and allocation of assessments to the correct HCP.
The Contract is anticipated to commence 27th September 2026 and expire 30th September 2031, with the provision to extend for a further period, or successive periods, up to 30th September 2036.
The estimated value of the Services to be awarded is approximately £3,925,839.00 per annum (exclusive of VAT).
Q & A Sessions
Following publication of the Tender, the Authority will hold Question and Answer sessions on the 13th and 15th January 2026, via Microsoft Teams, for interested Suppliers. This will provide an opportunity for Suppliers to ask clarification questions. Accurate notes will be taken and shared with the respective Suppliers and an anonymised summary of the key questions/themes raised will be shared publicly via the Bluelight Electronic Tendering Portal.
The Q&A sessions will be allocated on a 'first come served basis' and will be capped at forty-five minutes per session. Sessions will be available at 9.00hrs, 10:00hrs, 11:00hrs, 14:00hrs and 15:00hrs on each of the 2 days. Suppliers should email yb.procurement@westyorkshire.police.uk or phone 01924 292024 to request a session.
Total value (estimated)
- £39,258,390 excluding VAT
- £47,110,068 including VAT
Above the relevant threshold
Contract dates (estimated)
- 27 September 2026 to 30 September 2031
- Possible extension to 30 September 2036
- 10 years, 4 days
Description of possible extension:
The Contract is anticipated to commence 27th September 2026 and expire 30th September 2031, with the provision to extend for a further period, or successive periods, up to 30th September 2036.
Main procurement category
Services
CPV classifications
- 85100000 - Health services
Contract locations
- UKE4 - West Yorkshire
Participation
Legal and financial capacity conditions of participation
Please refer to the Procurement Pack and specifically Stage One - Tender Stage Instructions and Information Document and Stage One - Tender Response Document for information relating to the required legal & financial capacity conditions of participation.
Technical ability conditions of participation
Please refer to the Procurement Pack and specifically Stage One - Tender Stage Instructions and Information Document and Stage One - Tender Response Document for information relating the required technical ability conditions of participation.
Submission
Enquiry deadline
3 February 2026, 11:59pm
Submission type
Tenders
Tender submission deadline
9 February 2026, 1:00pm
Submission address and any special instructions
All Tendering activity for this procurement will be conducted through the Bluelight Electronic Tendering Portal:
https://sell2.in-tend.co.uk/blpd/home
In the event of any issues with the Portal at any time before, during or after the Procurement Process, please contact the Portal's technical support team at:
Phone: +44 (0) 114 407 0065
E-mail: support@in-tend.co.uk
Website: http://www.in-tend.co.uk
Suppliers should ensure that an appropriate person is selected as the main point of contact on the Portal. It is also the responsibility of the Supplier to ensure that the key contact details for the organisation are maintained and up to date on the Supplier profile on the Portal. All correspondence will be sent electronically via the Portal to this person.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 May 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Award Criteria | Quality has an overall percentage weighting of 60% of the award criteria. There are eleven (11) award criteria applicable to this tender, which will each be assessed out of a maximum of 5 points and... |
Quality | 60% |
| Price | Price will be evaluated on the total cost for the initial 5 year contract term and must include all services as detailed in the Statement of Requirements. The lowest overall cost will be awarded full... |
Price | 30% |
| Social Value | Suppliers are required to make a commitment against the national TOMs, for the full 5 year initial term of the Contract. For the purposes of this tender a number of relevant TOMs have been shortlisted... |
Quality | 10% |
Other information
Payment terms
Payment for the service will be made in monthly instalments from the service commencement date (i.e. 27th September 2026) and thereafter in monthly arrears.
The Provider shall supply the Authority with an invoice on the service commencement date for the first instalment and will provide an invoice on the first day of each month thereafter. The Authority shall verify all invoices received and shall then pay the Provider within thirty (30) days of receipt of a valid invoice, to which no genuine dispute exists.
Invoices should be issued to the Authority by email to: Invoices.Only@westyorkshire.police.uk
Credit Notes relating to applied Service Credits shall be deducted from future payments at the earliest opportunity.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Light touch
Competitive flexible procedure description
The CFP will be conducted in three stages:
Stage 1 - Initial Tender Stage
Stage 2 - Negotiation and Final Tender (BAFO) Stage
Stage 3 - Preferred Supplier Stage
The Authority will assess initial tenders at Stage One by applying the Conditions of Participation and Award Criteria to the Tenders received.
The Authority reserves the right to only negotiate with the top three (3) scoring Suppliers following evaluation of the Initial Tenders. However, if the number of Suppliers meeting the Conditions of Participation and specified minimum requirements is fewer than three (3), the Authority may continue to Stage Two by inviting only those Supplier(s) with the required capabilities.
Likewise, if there is a clear preferred Supplier following the conclusion of assessed Initial Tenders at Stage One then the Authority may elect to proceed immediately to Stage Three - Preferred Supplier Stage on the basis of the Initial Tenders without carrying out any form of negotiation or Best and Final Offer ("BAFO") stage.
Stage Two will commence with the Authority issuing an invitation to Suppliers, that have been successfully shortlisted at Stage One, to enter into negotiations. The negotiation meetings will take place on Tuesday 24th and Wednesday 25th March 2026.
During the negotiation period the Authority may negotiate the content of Initial Tenders, with the relevant Supplier, in order to improve the content of that Tender. Note the Authority will not negotiate the Minimum Requirements as set out in the Statement of Requirements, the Terms and Conditions of Contract or the Data Processing Contract.
Following conclusion of the negotiation period the Suppliers will be invited to submit their Final Tenders ("BAFO").
The Authority will determine the Most Advantageous Tender ("MAT") by applying the Award Criteria to the Final Tenders received.
Stage Three allows the Authority to undertake further due diligence on the Preferred Supplier following assessment of final tenders received at Stage Two. The Preferred Supplier will also be required to provide a demonstration of their online booking/referral system, to allow the Authority to ensure the system meets the requirements as set out in the Statement of Requirements.
Contracting authority
West Yorkshire Police
- Public Procurement Organisation Number: PQLT-6495-QHVP
PO Box 9, Laburnum Road
Wakefield
WF1 3QP
United Kingdom
Region: UKE45 - Wakefield
Organisation type: Public authority - sub-central government