Scope
Reference
WAR - 0020
Description
Warwickshire County Council (WCC) Workforce Health and Safety Service and Warwickshire Fire and Rescue Service are seeking to procure a health and safety incident management & auditing management cloud-based software solution.
Instructions of submitting an interest:
Interested suppliers are invited to complete the tender documentation that has been published via Warwickshire County Council's e-procurement portal. Reference: WAR - 0020 - Health & Safety Software Solution.
You should submit your completed responses by uploading via our e-procurement portal.
The Tender documents are available for unrestricted and full direct access, free of charge: Providers must register with the system to be able to participate and download the Tender documents. Warwickshire's e-portal web address is: https://in-tendhost.co.uk/warwickshirecc/aspx/Home
If you have any questions regarding this Tender exercise, then please upload via the correspondence function on our portal (https://in-tendhost.co.uk/warwickshirecc/aspx/Home)
Total value (estimated)
- £210,000 excluding VAT
- £252,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 16 February 2026 to 15 February 2028
- Possible extension to 15 February 2032
- 6 years
Description of possible extension:
The service will be required for an initial contract term of 2 years however, WCC reserves the right to extend the contract by further multiple periods not exceeding 48 months, 48 months being the maximum extension period. The extension period(s) are at the Council's discretion.
Contract duration (initial period) - 16/02/2026 - 15/02/2028, & (including extensions) 16/02/2028 - 15/02/2032, if deemed required.
Options
The right to additional purchases while the contract is valid.
The contract may be impacted by the following circumstances, which by their nature, are unable to be addressed or were unknown at the time of the contract being awarded:
The changing needs and requirements of the Council and by its customers of which impacts the volume and scope of services delivered or required.
Changes in legislation or national guidance impacting the Council,
Including increases or decreases in Services due to Novation of existing contracts to a newly named entity (within the Council).
Changes due to Local Government Reform impacting Council structures, with the potential to require onboarding of other organisational entities in the future within the Warwickshire County.
Opportunities offered by emerging/new technologies unknown at the time of awarding the contract.
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72260000 - Software-related services
Contract locations
- UKG3 - West Midlands
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
11 December 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
18 December 2025, 12:00pm
Submission address and any special instructions
You should submit your completed responses by uploading via our e-procurement portal.
The Tender documents are available for unrestricted and full direct access, free of charge: Providers must register with the system to be able to participate and download the Tender documents. Warwickshire's e-portal web address is: https://in-tendhost.co.uk/warwickshirecc/aspx/Home
If you have any questions regarding this Tender exercise, then please upload via the correspondence function on our portal (https://in-tendhost.co.uk/warwickshirecc/aspx/Home)
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 15 June 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 40% |
| Social Value | Quality | 10% |
| Functionality in Practice | Quality | 7.5% |
| Key Dates and Implementation | Quality | 7.5% |
| Functionality | Quality | 6.25% |
| Reporting Date and Management Information | Quality | 6.25% |
| Training | Quality | 6.25% |
| Maintenance and Innovation | Quality | 6.25% |
| Parallel Environments | Quality | 5% |
| Training | Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procedure will be conducted in 2 stages.
Stage 1 - Evaluation of the initial tender responses will consist of Mandatory Pass/Fail Questions and subsequently if the Bidder is compliant will be evaluated as follows:
o Written Award Stage 25%.
o Cost - 40%
o Social Value -10%
Following evaluation of the written tender, social value and cost evaluation those Bidders that are within 25 marks of each other will be invited to participate in the presentation/dialogue phase.
Stage 2 - Presentation / Dialogue meetings - Those Bidders invited to participate in the Presentation / Dialogue phase will deliver a presentation, scored in accordance with the points framework marking scheme as detailed in the ITT and as per presentation questions detailed in Appendix 8 of the tender documentation, weighted 25%.
A preferred bidder(s) will then be identified based on their Cost, Quality, Social Value and Presentation score.
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