Scope
Reference
BS.0756
Description
Ordnance Survey Ltd (OS) is Great Britain's mapping agency and is responsible for the surveying, production, maintenance and marketing of a wide range of geographic information, relied on by government, business and individuals. Further information can be found on our website http://www.os.uk.
OS is a private limited company (company registration number 09121572), and the entire share capital is owned by the Department for Science, Innovation and Technology.
The purpose of this procurement is to appoint an organisation "the Supplier" to deliver the Data Transformation and Ingestion (DT&I) Service component of the National Underground Asset Register (NUAR) Data Lifecycle. The NUAR Programme is a Government Digital Service (GDS) initiative to build a digital map of underground pipes and cables that will revolutionise the way the different sectors of the economy install, maintain, operate, and repair Great Britain's buried infrastructure. Once operational, NUAR is envisaged to deliver £490 million per year of economic growth through increased efficiency, reduced asset strikes (when underground pipes and cables are accidentally damaged) and reduced disruptions for the public and businesses.
The NUAR Programme delivers underground asset data to thousands of utility users through the Safe-Dig User Interface. This improves the efficiency and safety of underground works by providing secure access to privately and publicly owned location data about the pipes and cables beneath our feet. The digital map, available through the Safe-Dig Interface, gives planners and excavators standardised access to the data they need, when they need it, to carry out their work effectively and safely. It also includes features to keep data secure and improve its quality over time.
Data processed, stored and published under NUAR represents assets critical to the functioning of the nation and therefore security is critical to the delivery of the NUAR Programme. The programme takes a security first approach to every aspect of delivery. This is particularly important for organisation handling the data as the successful DT&I Supplier will be responsible for providing an access point through the Data Supply Portal for the Asset Owner (AO) and then transforming the data to the NHDM. The NPSA and NPSC are key partners and NUAR has been identified by the former as an exemplar of how to implement security into a major programme of national significance.
The DT&I Service is the interface for all Asset Owner (AO) data entering NUAR. The service receives AO data, transforms it into the NHDM and makes it available for ingestion into the NUAR Holding DB. The Authority will then pull the data to the NUAR Holding DB.
This procurement is to appoint a Supplier to deliver the Data Transformation and Ingestion (DT&I) Services which forms part of the NUAR Data Lifecycle. The Supplier will be required to transition all AOs (with a scheduled refresh date before 30 June 2026) by 1 April 2026. The Supplier will develop a plan, in consultation with the Authority, for transitioning the remaining AOs prior to their next scheduled refresh date. The Supplier will be provided with a DIS and a Transformation Pack for each AO to enable the transition.
The services carried out by the Supplier must be delivered from within the UK. This includes any transfer or access of data and systems.
It is anticipated that this contract shall commence on 8 December 2025 (the Commencement Date) which shall be the commencement of the Service Implementation and which shall complete on 31 March 2026. Following the Service Implementation, the remaining Services shall commence on 1 April 2026 and without prejudice to the early termination rights set out in the Conditions, shall continue for an initial period of two (2) years (the Term)
The initial term of the contract will be for two years with the option for the Authority to extend the contract annually for a further three years meaning the contract would run until at least 31 March 2028, but potentially up to 31 March 2031 if all extensions were taken. Therefore, if all extensions are taken, the total length of the contract will be for five years (2+1+1+1).
Total value (estimated)
- £5,000,000 excluding VAT
- £6,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 8 December 2025 to 31 March 2028
- Possible extension to 31 March 2031
- 5 years, 3 months, 24 days
Description of possible extension:
It is anticipated that this contract shall commence on 8 December 2025 (the Commencement Date) which shall be the commencement of the Service Implementation and which shall complete on 31 March 2026. Following the Service Implementation, the remaining Services shall commence on 1 April 2026 and without prejudice to the early termination rights set out in the Conditions, shall continue for an initial period of two (2) years (the Term)
The initial term of the contract will be for two years with the option for the Authority to extend the contract annually for a further three years meaning the contract would run until at least 31 March 2028, but potentially up to 31 March 2031 if all extensions were taken. Therefore, if all extensions are taken, the total length of the contract will be for five years (2+1+1+1).
Main procurement category
Services
CPV classifications
- 48610000 - Database systems
- 48611000 - Database software package
- 48612000 - Database-management system
- 72212600 - Database and operating software development services
- 72212610 - Database software development services
- 72300000 - Data services
- 72310000 - Data-processing services
- 72311100 - Data conversion services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72313000 - Data capture services
- 72314000 - Data collection and collation services
- 72317000 - Data storage services
- 72319000 - Data supply services
- 72320000 - Database services
- 72322000 - Data management services
- 72254000 - Software testing
- 72254100 - Systems testing services
- 48986000 - Program testing software package
- 79342300 - Customer services
Contract locations
- UKJ32 - Southampton
Submission
Submission type
Tenders
Tender submission deadline
25 September 2025, 12:00pm
Submission address and any special instructions
Each Bidder has access to a dedicated area on In-Tend to allow them to upload their Bid. It is the Bidder's sole responsibility to ensure that its Bid is correctly and properly loaded onto In-Tend by the closing date and time stipulated on the system
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 November 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality Criteria | Quality | 70% |
| Price | Price | 20% |
| Social Value Criteria | Quality | 10% |
Other information
Payment terms
Payment of undisputed sums will be due within 30 calendar days of receipt by Ordnance Survey of a correctly presented and properly submitted invoice.
Description of risks to contract performance
Ordnance Survey has identified the below risks that could jeopardise the contracts satisfactory performance:
1. Legislative or Regulatory Change
There is a known risk that future changes in government legislation, regulation, or statutory guidance may materially alter the requirements for the delivery of the Service under this contract. This includes, but is not limited to, changes in compliance obligations, reporting standards, service scope, operational procedures or Asset Owner onboarding mandated by law.
If such legislative changes occur, they may render the current contract provisions insufficient to ensure satisfactory performance. The Authority may need to modify the contract to align with new legal requirements and ensure the successful performance of the contract.
2. End-Customer-Initiated Service Changes or Enhancements
There is a known risk that the Customer of the Authority for the National Underground Asset Register (NUAR) may, during the term of the contract, request changes or enhancements to the scope, functionality, or delivery model of the Service. These requests may stem from evolving operational needs, policy developments, or strategic priorities that are not foreseeable at the time of contract award.
Such requests may materially affect the supplier's ability to deliver the Service as originally specified, potentially requiring adjustments to staffing, technology, delivery timelines, or service outputs. If these changes cannot be accommodated within the existing contract terms, a modification may be required.
3. Delay in Receipt of Service Transition Documentation from Incumbent Supplier
There is a known risk that the incumbent supplier may not provide the necessary service transition documentation within the required timeframe prior to contract commencement. This documentation is critical to ensuring a smooth and informed transition of service responsibilities to the incoming supplier.
A delay or failure in receiving the transition documentation may hinder the incoming supplier's ability to mobilise effectively, understand legacy systems or processes, and deliver the service to the expected standard from day one. This could result in operational disruption, reduced service quality, or delays in achieving contractual milestones.
4. Change in Anticipated Number of Asset Owners Due to Third-Party Dependencies
There is a known risk that the actual number of third-party asset owners to be onboarded during the contract term may differ from initial projections. This variability arises from the Authority's reliance on external Asset Owners-who are not party to the contract-to engage with and participate in the onboarding process.
Fluctuations in the number of participating Asset Owners may affect the scale, timing, and resource requirements of the service. A lower-than-expected onboarding rate could reduce service volumes, while a higher-than-expected rate may require additional capacity, infrastructure, or support mechanisms not accounted for in the original contract scope.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement will be conducted in accordance with the competitive flexible procedure as set out in the Procurement Act 2023. The process will comprise two stages.
Stage One will openly invite interested suppliers to submit Bids to deliver the required services. All submissions will be evaluated against the criteria detailed in the procurement documentation. The evaluation will be conducted to identify the Bid that offers the most advantageous tender. The supplier whose Bid is assessed as the most advantageous tender will be designated as the preferred supplier.
Stage Two will be a preferred bidder and post-tender negotiation stage. The preferred supplier will enter into a post-tender negotiation phase. The purpose of this stage is to; Confirm the commitments made in the Bid submission; Ensure the final contract terms and conditions accurately reflect those commitments; Address any necessary clarifications or refinements to ensure mutual understanding of the contract deliverables; and Review and consider any proposed amendments from the Bidder to the contractual terms and conditions issued with the procurement documentation.
Documents
Associated tender documents
https://in-tendhost.co.uk/os
All procurement documentation is available through the eTendering system used by Ordnance Survey (InTend) using the link above
Contracting authority
Ordnance Survey Limited
- Companies House: 09121572
Explorer House, Adanac Drive
Southampton
SO16 0AS
United Kingdom
Region: UKJ36 - Central Hampshire
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)