Scope
Reference
WAR-0003
Description
Warwickshire County Council's Transport Delivery department are responsible for managing the public, home to school, and adult social care transport functions. The Transport Delivery team is responsible for the safe transportation of c11,500 passengers via their home to school and adult social care contracts. To deliver these functions, Warwickshire County Council are looking for a passenger management software solution.
Total value (estimated)
- £620,000 excluding VAT
- £744,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 January 2026 to 3 January 2031
- Possible extension to 3 January 2036
- 9 years, 11 months, 30 days
Description of possible extension:
The initial term of the contract will be for a period of 5 years. This may be extended up to a maximum period of 60 months at the sole discretion of the Council.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to make additional purchases during the contract that fall under the category of passenger management software system.
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UK - United Kingdom
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
3 November 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
10 November 2025, 12:00pm
Submission address and any special instructions
https://sell2.in-tend.co.uk/midlands/home
Your tender return must be submitted via the E-tendering portal. You will not be able to upload your tender after the deadline detailed above. Applicants are advised that if their tender response is only partially uploaded within the E-tendering portal by the closing date and time then the system will lock them out and they will not be able to complete their document upload. The Council reserves the right to only evaluate documents received within the E-tendering portal by the closing date and time and applicants are advised that a partial upload is unlikely to be successful. Applicants are therefore recommended to upload their full tender response well in advance of the closing date and time.
If you are experiencing any difficulties with your upload you must contact the Council well in advance of the closing date and time
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://sell2.in-tend.co.uk/midlands/home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/csw-jets/aspx/Home
If your account has been migrated from the CSW-JETS Portal, please use your existing email address to log in. If not, you can use your existing Sell2Midlands credentials, or register for a new account by selecting Register from the menu bar. If this is your first time accessing Sell2Midlands, you will automatically receive an email with a link to set your Sell2Midlands password.
After logging in, you will land on your Sell2Midlands Dashboard. From here, you can:
· View tenders
· View all portals available within the Sell2Midlands collaboration
· Update your company details
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
19 December 2025
Recurring procurement
Publication date of next tender notice (estimated): 3 September 2035
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 45% |
| Cost | Cost | 25% |
| Demonstration | Quality | 20% |
| Social Value | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The Procurement process
Stage 1:
Bidders to complete and return the ITT documents as listed on the contents page. Tender returns will be evaluated as explained within the tender document.
Stage 2:
Bidders whose score is within 20 marks of the top bidder after cost and non-cost assessment will be invited to attend an MS Teams meeting. The demonstration dates we have provisionally set are set out below and a suitable time will be agreed if invited.
Thursday 20th November 2025
Friday 21st November 2025
Monday 24th November 2025
Tuesday 25th November 2025
Bidders will be asked to provide a presentation demonstrating lasting no longer than 120 minutes which will cover off all the demonstration questions and be evaluated as explained within this document.
Bidders stage 1 scores for Cost, quality and social value will be brought forward. Bidders demonstration score will be added to these scores to provide a 'final score'.
This Procurement is being conducted in accordance with the Procurement Act using the Competitive Flexible Procedure.
This procedure will be conducted in 2 stage(s). These stages are described in more detail below.
Contracting authority
Warwickshire County Council
- Public Procurement Organisation Number: PDTN-5446-NMXW
Shire Hall
Warwick
CV34 4SA
United Kingdom
Email: procurement@warwickshire.gov.uk
Website: http://www.warwickshire.gov.uk
Region: UKG13 - Warwickshire
Organisation type: Public authority - sub-central government