Scope
Reference
CPH141
Description
Derbyshire County Council is seeking a single Provider to deliver a physical Cash Counter Payment Service for Derbyshire residents (excluding Derby City Residents) to cash a voucher, in person, on presentation at the Provider's premises across the county of Derbyshire and, surrounding borders, to support the delivery of the Derbyshire Discretionary Fund and other Council authorised payment initiatives.
The Council requires the Provider to issue to the Council vouchers/voucher codes which can then be given to residents who can cash the voucher at the Provider's premises. In addition, the Council may instruct the Provider to issues vouchers to residents either by text, email or letter as specified by the Council. These vouchers are also cashed at the Provider's premises.
The delivery model must be for a Cash Counter Payment Service to exchange vouchers issued by the Council or the provider for cash in accordance with the Derbyshire Discretionary Fund award policy and other funds the government and Councils authorised payment initiatives.
Total value (estimated)
- £37,755,568 excluding VAT
- £37,906,681 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2034
- 8 years
Description of possible extension:
Option to extend for up to a further 6 years, to be taken as 6 x 12 Month or 3 x 24 Month periods at the Councils sole discretion. The total contract term will be up to a maximum period of 8 years (please see the Councils Tender documentation for further detail).
Options
The right to additional purchases while the contract is valid.
The Council may require to add additional funding and initiatives to this service for the Provider to administer, where new requirements are identified by the UK Government and or the Council throughout the duration of the contract.
In response to future increases / changes to volumes and payments to Derbyshire residents the Council may require to add additional funding.
Whilst the current delivery model is a voucher award cash scheme, the Council may require other payment schemes should there be changes to the Derbyshire Discretionary Fund policy, or other funds the government or Council administers. These could be supermarket vouchers or other alternative payment schemes.
Main procurement category
Services
CPV classifications
- 66110000 - Banking services
Contract locations
- UKF1 - Derbyshire and Nottinghamshire
Participation
Legal and financial capacity conditions of participation
See Tender documentation
Technical ability conditions of participation
See Tender documentation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
23 June 2025, 3:00pm
Submission type
Tenders
Tender submission deadline
4 July 2025, 11:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 20 February 2033
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 80% |
| Price | Price | 20% |
Other information
Payment terms
Please see tender documentation
Description of risks to contract performance
The Council may require to add additional funding and initiatives to this service for the Provider to administer, where new requirements are identified by the UK Government and or the Council throughout the duration of the contract.
In response to future increases / changes to volumes and payments to Derbyshire residents the Council may require to add additional funding.
Whilst the current delivery model is a voucher award cash scheme, the Council may require other payment schemes should there be changes to the Derbyshire Discretionary Fund policy, or other funds the government or Council administers. These could be supermarket vouchers or other alternative payment schemes.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Competative Flexible Procedure, to include:
- a single submission stage
- a three-stage evaluation process
- and the option to negotiate with the successful Provider to confirm financial commitments or other terms contained in the final tender by finalising the terms of the contract.
Justification for not publishing a preliminary market engagement notice
Prelimary market testing was undertaken in 2024 under the project reference CPH124.
Documents
Associated tender documents
https://procontract.due-north.com/Advert?advertId=ab2cd0dc-5632-f011-8136-005056b64545
Contracting authority
Derbyshire County Council
- Public Procurement Organisation Number: PWZQ-2162-JJQL
County Hall
Matlock
DE4 3AG
United Kingdom
Region: UKF13 - South and West Derbyshire
Organisation type: Public authority - sub-central government