Scope
Description
Contract for maintenance and hardware upgrades for the council's existing stock of 73 pay and display machines. To Include associated back-office systems, and Payment Service Provider service to facilitate contactless card payments.
Background:
Herefordshire Council currently owns 73 pay and display machines of varying age for its off-street and on-street car parks within Herefordshire. A recent review of the machines, manufactured and maintained by Metric Group Ltd, has found that most are anticipated to have a few years of operational use remaining. The council therefore needs to ensure continued maintenance of the existing machines and associated back-office system, as well a number of hardware upgrades and compatible Payment Service Provider service (PSP) for pay-by-card options.
Appointing a new supplier would require either wholescale replacement or significant overhauls to the existing machines, resulting in wasted utility of the current stock and disproportionate costs and operational disruption.
This award is being made under s41(1)(a) of the Procurement Act 2023 with reference to Schedule 5.
Paragraph 6 of Schedule 5 provides that a direct award is permitted when:
The following conditions are met in relation to the public contract-
(a)due to an absence of competition for technical reasons, only a particular supplier can supply the goods, services or works required, and
(b)there are no reasonable alternatives to those goods, services or works.
Paragraph 7 of Schedule 5 provides that direct award is permitted when:
The public contract concerns the supply of goods, services or works by the existing
supplier which are intended as an extension to, or partial replacement of, existing goods,
services or works in circumstances where-
(a) a change in supplier would result in the contracting authority receiving goods, services or works that are different from, or incompatible with, the existing goods, services or works, and
(b) the difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance.
Contract 1
Supplier
Contract value
- £475,000 excluding VAT
- £570,000 including VAT
Above the relevant threshold
Award decision date
19 November 2025
Standstill period
- End: 18 December 2025
- 8 working days
Earliest date the contract will be signed
2 January 2026
Contract dates (estimated)
- 3 January 2026 to 2 January 2029
- Possible extension to 2 January 2030
- 4 years
Description of possible extension:
One possible extension of up to 12 month.
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
Spare and replacement parts will be available for purchase if required (where not covered by the maintenance agreement).
CPV classifications
- 38730000 - Parking meters
- 66172000 - Financial transaction processing and clearing-house services
- 98351000 - Car park management services
Contract locations
- UKG11 - Herefordshire, County of
Procedure
Procedure type
Direct award
Supplier
METRIC GROUP LIMITED
- Companies House: 02560839
Metric House Westmead Drive
Swindon
SN5 7AD
United Kingdom
Email: Sales@metricgroup.co.uk
Website: http://www.metricgroup.co.uk
Region: UKK14 - Swindon
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1
Contracting authority
Herefordshire Council
- Public Procurement Organisation Number: PDTG-2978-LHCN
Herefordshire Council, Plough Lane
Hereford
HR4 0LE
United Kingdom
Region: UKG11 - Herefordshire, County of
Organisation type: Public authority - sub-central government