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Published 8 Dec 2025, 17:39 GMT

Official UK procurement notice

Commercial Waste Management Software System (WMS)

Official notice

Authority: Nottingham City Council (Local council)

ServicesCompetitive flexible procedureAbove threshold

Sectors: IT Services & Software (72) Delivery: UK

Published estimate£550,000≈ £110k / year · £660,000 inc. VAT

Submissions closed 9 Jan 2026

Contract term 5 yrsends 30 Jun 2031 · up to 30 Jun 2033 with extensions · starts 1 Jul 2026

What is being bought

Published requirement description

Nottingham City Council is seeking to procure a comprehensive, integrated Commercial Waste Management Software System to replace its existing legacy solution.

The system will support the end-to-end delivery of the Council's Commercial Waste Service, including customer management, sales, service delivery, billing, financial processing, and performance reporting. The solution must enable real-time operational control and data visibility across the service, improving efficiency, customer experience, financial assurance and environmental performance.

The scope includes, but is not limited to: vehicle tracking and management; mobile working; route planning and optimisation; customer and contract management; sales quoting and e-contracting; on-board dynamic weighing and pay-by-weight functionality; container and asset management; weighbridge operations; supplier management; invoicing, credits and cash processing; financial management and ledgering; performance reporting and analytics; and a customer self-service portal.

The successful supplier will also be required to provide professional services to implement the solution, migrate data, train users, and integrate the system with the Council's corporate financial platform (Oracle Fusion), corporate citizen access portal, and other systems via APIs.

Hardware required to support mobile working and integration with existing on-vehicle and weighbridge weighing equipment is within scope, together with system support, maintenance and service levels for the duration of the contract.

The contract will be awarded following a Competitive Flexible Procedure in accordance with the Procurement Act 2023, with an initial tender submission stage followed by shortlisting, product demonstrations and dialogue, and the submission of a best and final offer.

Not divided into lots: The Authority has considered whether the requirement could be divided into lots. Due to the need for a single, fully integrated waste management system providing end-to-end functionality, data integrity, and seamless integration with corporate finance and operational platforms, the Authority has determined that dividing the requirement into lots would introduce unacceptable technical, operational, and commercial risk and would undermine accountability and value for money.
How the procedure runs: Competitive Flexible Procedure Description This procurement is being conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The process will commence with the publication of a Tender Notice inviting suppliers to submit an initial tender, including completion of a procurement-specific questionnaire and initial quality and price responses. Initial submissions will be assessed against the Conditions of Participation and selection criteria, following which the Authority intends to shortlist up to three highest-scoring suppliers to participate in subsequent stages. These stages may include product demonstrations, dialogue to refine the Authority's understanding of the proposed solutions, and negotiation where required. Following the conclusion of these stages, shortlisted suppliers will be invited to submit a final tender (Best and Final Offer). Final tenders will be evaluated against the published award criteria to identify the Most Advantageous Tender. The Authority reserves the right to reduce, combine or omit stages, including the right to award the contract on the basis of the initial tender without negotiation, where permitted by the Procurement Act 2023 and as set out in the procurement documents.

CPV: Software-related services

The lotProcurement structure

single lot · value published

Lot #1Renewal 5 yrsPublished value£550,000

Contract period: 1 Jul 2026 – 30 Jun 2031 (5 yrs) · up to 30 Jun 2033 with extensionsValue: £550,000 exc. VAT · £660,000 inc. VAT

Delivery: UK

Extensions: The contract includes options exercisable at the Authority's discretion, including the option to extend the contract for up to two additional periods of one (1) year each following the initial five (5) year term, subject to satisfactory performance, ongoing business need, and continued value for money. In addition, the contract may include options for the purchase of additional software modules, licences, users, integrations, or related services within the scope of the Waste Management System during the contract term, in accordance with the contract terms and pricing mechanism. · The contract will be awarded for an initial term of five (5) years. The Authority reserves the right to extend the contract by up to two additional periods of one (1) year each, exercisable at the Authority's sole discretion, subject to satisfactory performance, ongoing business need, and continued value for money.

72260000 Software-related services

Pre-qualification & selection criteria (PQQ)2

Economic & financial standing
As part of the procurement process, suppliers will be required to demonstrate their legal, financial, economic and technical capacity in accordance with the conditions of participation set out in the procurement documents.
This may include requirements relating to financial standing, turnover, relevant experience, professional capability, and insurances, proportionate to the nature, risk and value of the contract. Full details are set out in the procurement documents.
Technical & professional ability
Suppliers will be required to demonstrate appropriate technical and professional ability to deliver an end-to-end Waste Management System, including relevant experience of implementing comparable software solutions within a local authority or similar complex operational environment.
Evidence may include details of previous contracts, references, key personnel, proposed delivery approach, and compliance with relevant technical standards. Equivalent qualifications, certifications and standards will be accepted.

What it takes to win
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How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 60%Price: 40%

Published award criteria (2)

Price
Quality: Quality will be assessed against the published quality criteria set out in the Invitation to Tender. This includes technical capability, implementation and delivery approach, system functionality, service and support arrangements, and social value. Social Value forms part of the Quality assessment and represents 5% of the Quality score (equivalent to 3% of the overall contract award score), in accordance with the ITT.

Conditions of participation2

Economic & financial standing
As part of the procurement process, suppliers will be required to demonstrate their legal, financial, economic and technical capacity in accordance with the conditions of participation set out in the procurement documents.
This may include requirements relating to financial standing, turnover, relevant experience, professional capability, and insurances, proportionate to the nature, risk and value of the contract. Full details are set out in the procurement documents.
Technical & professional ability
Suppliers will be required to demonstrate appropriate technical and professional ability to deliver an end-to-end Waste Management System, including relevant experience of implementing comparable software solutions within a local authority or similar complex operational environment.
Evidence may include details of previous contracts, references, key personnel, proposed delivery approach, and compliance with relevant technical standards. Equivalent qualifications, certifications and standards will be accepted.

What this means for your bid

Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Competitive flexible procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Closed
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 8 Dec 2025, 17:39 GMT
Last source update: 8 Dec 2025, 17:39 GMT
Award evaluation window: Submission end – 2 Mar 2026
Authority reference: CPU 6534
FTS notice number: 2025/S 000-080816
Latest notice: Tender notice (UK4)
Classification (CPV): Software-related services
Delivery area: UK
Official registry OCID: ocds-h6vhtk-05f139 Find a Tender

How it runs: Competitive Flexible Procedure Description
This procurement is being conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023.
The process will commence with the publication of a Tender Notice inviting suppliers to submit an initial tender, including completion of a procurement-specific questionnaire and initial quality and price responses.
Initial submissions will be assessed against the Conditions of Participation and selection criteria, following which the Authority intends to shortlist up to three highest-scoring suppliers to participate in subsequent stages. These stages may include product demonstrations, dialogue to refine the Authority's understanding of the proposed solutions, and negotiation where required.
Following the conclusion of these stages, shortlisted suppliers will be invited to submit a final tender (Best and Final Offer). Final tenders will be evaluated against the published award criteria to identify the Most Advantageous Tender.
The Authority reserves the right to reduce, combine or omit stages, including the right to award the contract on the basis of the initial tender without negotiation, where permitted by the Procurement Act 2023 and as set out in the procurement documents.

How it was run

Official notice

Run through: East Midlands Tendering

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Free regional portal

Requests to participate (first stage): 9 Jan 2026, 23:59 GMT
Submission deadline: 9 Jan 2026, 23:59 GMT
Clarification deadline: 15 Dec 2025, 23:59 GMT
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

Tenders must be submitted electronically via the EastMids Tender portal used by Nottingham City Council for the purposes of this Procurement.

The EastMids Tender portal can be accessed at: www.eastmidstenders.org ↗

. Suppliers will be required to register on the portal to access the procurement documents and submit their tender response. Registration is free of charge.

No alternative methods of submission will be accepted.

Timeline

8 Dec 2025 → 1 Jul 2026 · 5 dates

Tender notice published324 days ago
8 Dec 2025, 17:39 GMT
Clarification questions by317 days ago
15 Dec 2025, 23:59 GMT
Submission deadline292 days ago
9 Jan 2026, 23:59 GMT
Award decision expected by240 days ago
2 Mar 2026, 23:59 GMT
Contract starts120 days ago
1 Jul 2026, 00:00 BST

Notice history

1 event · 1 release on Find a Tender

Tender notice published
8 Dec 2025, 17:39 GMT
UK4

Contracting authority & participating public bodies

Nottingham City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PZGG-1891-TDCX Loxley House, Station Street, Nottingham, East Midlands, NG2 3NGContact email

Official documents & specifications (1)

Official links; attachments are not copied

Notices published for this procedure

Tender notice tenderTender noticeUK4Tender notice on Find a Tender8 Dec 2025, 17:39 GMT