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Published 6 Jun 2025, 18:48 BST

Official UK procurement notice

Exeter MRF Plant Upgrade · UK public procurement notice

Official notice

Authority: Exeter City Council (Local council)

GoodsCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Industrial machinery (42)Construction & Civil Engineering (45)Installation services (except software) (51)
+1 moreArchitecture & Engineering (71)
 Delivery: South West (UKK43)
Published estimate£6,000,000≈ £3.0m / year · £7,200,000 inc. VAT · 1 value update
Submissions closed 24 Jun 2026
Contract term 2 yrsends 30 Nov 2028 · extension options published · starts 1 Dec 2026

What is being bought

Published requirement description

Exeter City Council is seeking to award a Contract for the design, supply and installation of a brand-new Materials Recycling Facility (MRF) processing line at its depot at Exton Road, Marsh Barton, Exeter, EX2 8NR.

The new plant is expected to be able to handle 10,500 tonnes per annum (over 1 x 7.5 hour day shift, 5 operational days per week) of co-mingled or source separated mixed dry recyclable Material.

The main aims and objectives for the project are to:

  1. Promote sustainable waste management practices
  2. Provide cost effective recycling facilities to local authorities and others in Exeter and the surrounding areas.

The key performance requirements of the plant include (further detail is included within the procurement documents):

  1. The recovered recyclable purity rate (by weight) should meet a minimum of 95%.
  2. The recovered purity rate (by weight) should meet a minimum of 97%.
  3. The maximum contamination rate of recovered products shall be a maximum of 3% contamination by weight.
  4. The minimum continuous throughput of the plan in tonnes per hour will be 7 tonnes per hour.
  5. The minimum availability of the plant as a percentage of the required operating hours will be 95% of the total running time period of shift operations.

The Authority reserves the right to issue updated version (Modification) of the documents to Suppliers as and when the need arises, in order to reflect the corresponding stage of the Competitive Flexible Procedure, together with any changes to the Procurement or any other new information.

The contracting authority also reserves the right following contract award, as reflected in Schedule I of the Procurement Act 2023, to make Modifications (unforeseen at this time) as the contract evolved over the full term of the agreement.

  • How the procedure runs: This CFP will consist of a minimum of 3 stages: Stage 1 - Invitation to Participate/Selection Stage including Conditions of Participation. The assessment of Stage 1 submissions will identify up to three 3 Suppliers to be invited to submit a bid in Stage 2 of the process Stage 2 - Invitation to Tender Stage 3 - Preferred Supplier Stage The contracting authority reserves the right to introduce one or more further stages following the Stage 2 Tender submission and evaluation. This may include (but is not limited to) a second tendering round, a refinement stage, or a formal request for Best and Final Offers. Full details of the competition design and potential refinements to the process may be found in the procurement documents. This Tender Notice will commence the start of Stage 1 of the process. Details of the step-by-step process, and detailed requirements are provided within the documents attached to the opportunity that can be found by visiting Exeter City Council's e-tender portal: https://procontract.due-north.com/Advert?advertId=0b1e1d19-1f54-f111-813c-005056b64545

CPV: Engineering design services · Installation services of mechanical equipment · Mechanical installations · Miscellaneous general and special-purpose machinery

The lotProcurement structure

single lot · value published
Lot #1 2 yrsSMEPublished value£6,000,000
Contract period: 1 Dec 2026 – 30 Nov 2028 (2 yrs)Value: £6,000,000 exc. VAT · £7,200,000 inc. VAT
Delivery: South WestEligibility: SME eligible
Extensions: Following completion of the works and expiry of the initial two-year warranty period, the Authority reserves the right, at its sole discretion, to award an optional maintenance contract to the successful Bidder without the need for a further procurement exercise. This optional maintenance contract forms part of the overall scope of this procurement. The optional maintenance contract shall be for an initial period of three (3) years, with the option for the Authority to extend for up to two (2) additional years (i.e. 3 + 2 years). Tenderers are required to submit pricing for the optional maintenance contract, including any extension period, as part of their commercial submission. The Authority reserves the right to: include the optional maintenance contract in the award decision; and/or exercise the option at a later date following expiry of the warranty period. The maximum total contract duration, including the works, warranty period, and all optional extensions, shall not exceed 10 years depending on works duration.
42900000 Miscellaneous general and special-purpose machinery45350000 Mechanical installations51120000 Installation services of mechanical equipment71320000 Engineering design services

What it takes to win
i

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: 80%Price: 20%
Published sub-criteria (2)
  • Quality: 80%
  • Commercial: 20%
Published award criteria (2)
  • Quality
  • Commercial
What this means for your bid
  • Price carries 20 of 100 points: a 10% discount moves about 2 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
Goods
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
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
6 Jun 2025, 18:48 BST
Last source update
22 May 2026, 12:07 BST
Award evaluation window
Submission end – 14 Oct 2026
Authority reference
PR022025
FTS notice number
2026/S 000-047342
Latest notice
Tender notice (UK4)
Classification (CPV)
Engineering design servicesInstallation services of mechanical equipmentMechanical installationsMiscellaneous general and special-purpose machinery
Delivery area
South West (UKK43)
Official registry OCID
ocds-h6vhtk-0544d7 Find a Tender
How it runs

This CFP will consist of a minimum of 3 stages:

Stage 1 - Invitation to Participate/Selection Stage including Conditions of Participation. The assessment of Stage 1 submissions will identify up to three 3 Suppliers to be invited to submit a bid in Stage 2 of the process

Stage 2 - Invitation to Tender

Stage 3 - Preferred Supplier Stage

The contracting authority reserves the right to introduce one or more further stages following the Stage 2 Tender submission and evaluation. This may include (but is not limited to) a second tendering round, a refinement stage, or a formal request for Best and Final Offers. Full details of the competition design and potential refinements to the process may be found in the procurement documents.

This Tender Notice will commence the start of Stage 1 of the process.

Details of the step-by-step process, and detailed requirements are provided within the documents attached to the opportunity that can be found by visiting Exeter City Council's e-tender portal: procontract.due-north.com/Advert ↗

Review and risk notes
Risks
  1. Site Related Risks - There is a possibility that unknown hazardous substances, structural issues or adverse ground conditions may be encountered during installation. These risks are not fully identifiable at the time of tender but could materially affect delivery.
  2. Legislative and Policy Risks - There is a risk that changes in legislation or policy, particularly relating to waste management and local government restructuring, may be announced during the Contract term. Such changes may alter compliance obligations or delivery mechanisms.
  3. Global Economic and Supply Chain Risks due to the volatility of the international environment, including:

(a) War and conflict

(b) Trade tariffs imposed by the United States and China in 2025

(c) Broader global supply chain disruptions

These supply risks may result in scarcity of supply and increased costs for goods required under the Contract. Should such risks arise, the Bidder must provide clear and substantiated evidence of the impact on supply chain and costs. The contracting authority, acting reasonably, will determine whether they are satisfied with the evidence prior to any modification of the Contract.

Details of these risks are also set out within the associated tender documents.

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Requests to participate (first stage)
24 Jun 2026, 12:00 BST
Submission deadline
24 Jun 2026, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Tenders must only be submitted via Exeter City Council's procurement portal (ProContract) which can be accessed via the via the following link: procontract.due-north.com/Advert ↗

All tender documents are available via this portal.

Timeline

6 Jun 2025 → 1 Dec 2026 · 6 dates
  1. Planning notice published
    6 Jun 2025, 18:48 BST
  2. Market engagement
    3 Jul 2025, 23:59 BST

    The market engagement documents can be accessed via the council's e-tender portal: procontract.due-north.com/Advert ↗ .

    Interest in the opportunity can be expressed by completion and return of a the PME questionnaire that can be found on the e-portal. Please note that the deadline for submission of this document is 12 noon on 3rd July 2025.

    A market engagement day will take place on Thursday 19th June 2025. The event will take place at at the Exeter MRF facility from 10am to 12noon and will include a tour of the facilities. Suppliers who wish to attend must confirm their attendance (including names of attendees) via the Council's e-tender portal messaging facility by 17th June 2025.

    Procurement Reference DM777148.

  3. Tender notice published158 days ago
    21 May 2026, 16:20 BST
  4. Submission deadline124 days ago
    24 Jun 2026, 12:00 BST
  5. Award decision expected by12 days ago
    14 Oct 2026, 23:59 BST
  6. Today
    27 Oct 2026
  7. Contract startsin 34 days
    1 Dec 2026

Notice history

7 events · 4 releases on Find a Tender · since 6 Jun 2025
  1. Preliminary market engagement notice published
    6 Jun 2025, 18:48 BST
    UK2
  2. Preliminary market engagement notice published
    19 Jun 2025, 17:01 BST
    UK2
  3. Tender notice published
    21 May 2026, 16:20 BST
    UK4
  4. Published value published: £6,000,000
    21 May 2026, 16:20 BST
  5. Status changed to active
    21 May 2026, 16:20 BST
  6. Procurement method changed
    21 May 2026, 16:20 BST
  7. Tender notice published
    22 May 2026, 12:07 BST
    UK4
Published amendments (2)

The engagement period has been extended by a further week until 12 Noon on 3rd July 2025.

Amended link to opportunity advert.

Routine re-releases (4)
  • 2025-06: 1 release · 6 Jun 2025

Contracting authority & participating public bodies

Exeter City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PCHX-3846-DMNW Civic Centre, Exeter, South West, EX1 1JNContact name, email, phone

Official documents & specifications (6)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure