Section one: Contracting authority/entity
one.1) Name and addresses
Westminster City Council
64 Victoria Street
London
SW1E 6QP
Contact
Simon Wilmott
Country
United Kingdom
Region code
UKI32 - Westminster
Internet address(es)
Main address
https://www.westminster.gov.uk/about-council/procurement
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Whole Life Carbon : Web-based Digital Platform for submission and review of whole life carbon assessments
Reference number
P366, PRJ_30360
two.1.2) Main CPV code
- 72222200 - Information systems or technology planning services
two.1.3) Type of contract
Services
two.1.4) Short description
Provision of Web-based, digital platform to streamline the process of submission and review of whole life carbon assessments within the Town Planning department of Westminster City Council.
This VEAT notice, which acknowledges that Westminster City Council (WCC) proposes to contract with Preoptima for the continued development and provision of the services for an initial period of three years, with the possibility of extending by a further five years, subject to the grounds for this award still being applicable following a market test at the time of extension.
It should also be mentioned that the council and Preoptima have received funding from Innovate UK to develop this platform, which has been under development for the past two years.
It is to be noted that the council are applying PCR 2015 and not PA 2023 regulations due to the engagement with Prepotima and the publication of a notice under Regulation 40 of PCR 2015 prior to 24/02/25.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £510,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48451000 - Enterprise resource planning software package
- 72212451 - Enterprise resource planning software development services
two.2.3) Place of performance
NUTS codes
- UKI32 - Westminster
two.2.4) Description of the procurement
Provision of the following services in line with requirements as noted herein:
Web-based digital platform for applicants to submit Whole Life Carbon Assessments (WLCAs) in a standardised, streamlined process. The platform must have the capability to check compliance with the requirements of the RICS "Whole Life Carbon Assessment (WCLA) for the built environment 2nd Edition.
The platform must have the capability to check compliance with all relevant policy, including the GLA London Plan and the WCC City Plan, both current and emerging (Retrofit First) Policy requirements.
Capability to critically review key material quantities and carbon emissions against expected values. This must use a generative design model to develop an expected material schedule and carbon model, rather than a reliance on historical data and benchmarks.
Enable a semi-automated review process, providing all Officers with the tools required to check and review WLCAs'
Built-in functionality for commenting and responses between the Council and the Applicant.
Ability to present WLCA information in a concise and simple dashboard, which shall include comparison against industry benchmarks and policy targets.
Provide free access to users, and store personal information in line with the Councils data protection requirements.
Provide a minimum of 50 Case Officer accounts and 100 Applicant accounts. These must be confidential, secure accounts enabling applicants and case officers to confidentially upload, share, access and review data. (e.g. Project details, Building material details, WLCAs, reports, commentary).
The platform must have accompanying training available free of charge to all users. A User Manual must also be provided.
The Platform have the capacity to align with Westminster City Council (WCC) planning and submission processes, allowing for smooth transition and embedment across all teams.
Platform allows for all capabilities to be deliverable within the same provider without the need for outsourcing the development.
Allow full functionality and "live use" of a working platform.
This requirement is to support the delivery of the WCC proposed Policy 43 Retrofit First, as well as the Climate Emergency Action Plan, and the overarching aims of Fairer Environment and Fairer Westminster.
This VEAT notice, which acknowledges that Westminster City Council (WCC) proposes to contract with Preoptima for the continued development and provision of the services for an initial period of three years, with the possibility of extending by a further five years, subject to the grounds for this award still being applicable following a market test at the time of extension.
It should also be mentioned that the council and Preoptima have received funding from Innovate UK to develop this platform, which has been under development for the past two years.
two.2.11) Information about options
Options: Yes
Description of options
To extend the contract for a further five years, subject to the grounds for this award still being applicable following a market test at the time of extension.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
Regulation 32(2)(b) of the PCR enables the award of a public contract by a negotiated procedure without prior publication where the services can only be supplied by a particular economic operator where competition is absent for technical reasons but only in the case where no reasonable alternative or substitute exists and the absence of competition is not the result of an artificial narrowing down of the parameters of the procurement.
The service has carried out market due diligence and Market Engagement to assess existing supplier capabilities in relation to the provision of a web-based Whole Life Carbon review platform for local authorities. From the submissions received, officers are satisfied it has been confirmed that no provider other than Preoptima is currently able to provide a fully developed, functional web-based WLC review platform that meets the council’s needs.
Preoptima holds a registered patent for the Control Model underpinning its platform. Its fully functional and tested generative design model to review building material quantities and carbon emission, allows for element and material level checks to be carried out against a generative control model. This exceeds "document comparison" level reviews.
It is to be noted that the council are applying PCR 2015 and not PA 2023 regulations due to the engagement with Prepotima and the publication of a notice under Regulation 40 of PCR 2015 prior to 24/02/25. In addition, funding for this project ceases at the end of the month.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
Contract No
Con_30253
Title
Whole Life Carbon : Web-based Digital Platform for submission and review of whole life carbon assessments
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
21 March 2025
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Preoptima Limited
Salisbury House, Station Road
Cambridge
CB1 2LA
Country
United Kingdom
NUTS code
- UKH12 - Cambridgeshire CC
National registration number
14209923
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £510,000
five.2.5) Information about subcontracting
The contract/lot/concession is likely to be subcontracted
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
Strand
London
WC2A 2LL
Country
United Kingdom