Scope
Reference
5277
Description
Our current system (Transys) is outdated and no longer fit for purpose in its current version. A modern replacement is essential to meet legal obligations, improve service quality, and control costs.
The Authority now wants to adopt a cloud-based transport system that offers route optimisation, real-time tracking, and integrated reporting (some of which will be compulsory reporting to DofE). Nottingham City Council wants the new contract to align with the following strategic priorities:
• Digital Modernisation: The new system will be cloud-based, scalable and user-friendly, replacing legacy infrastructure.
• Data-Driven Decisions: It will enable accurate reporting, performance monitoring, and financial forecasting.
• Smart City Readiness: The system can integrate with mapping, tracking, and future mobility services.
• Digital Inclusion: Accessible across devices, with single sign-on and compliance with accessibility standards.
• Data Governance: Secure, compliant data storage with audit trails and IT-reviewed security protocols.
Total value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 January 2029
- Possible extension to 31 January 2031
- 5 years
Description of possible extension:
The initial contract duration will be for 3-years years with a possible two extension(s) of 1-year at the Authority's discretion.
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKF1 - Derbyshire and Nottinghamshire
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
17 October 2025, 3:00pm
Submission type
Tenders
Tender submission deadline
24 October 2025, 5:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 February 2029
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 40% |
| Quality | Quality | 35% |
| Functional specification | Quality | 25% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The procedure will comprise the following tender stages:
• Stage 1: Tender Notice with Invitation to Submit Initial Tenders
• Stage 2: Selection & Shortlisting
• Stage 3: Invitation to Product Demonstrations/Dialogue
• Stage 4: Negotiation (subject to requirement)
• Stage 5: Invitation to submit Final Tender
• Stage 6: Assess BAFO
• Stage 7: Award Stage
Documents
Associated tender documents
http://www.eastmidstenders.org
Documents to be provided after the tender notice
Via www.eastmidstenders.org / Proactis tender portal
Contracting authority
Nottingham City Council
- Public Procurement Organisation Number: PZGG-1891-TDCX
Loxley House, Station Street
Nottingham
NG2 3NG
United Kingdom
Region: UKF14 - Nottingham
Organisation type: Public authority - sub-central government