Find a TenderAwardedContract award notice

Published 10 Oct 2025, 12:00 BST

Official UK procurement notice

Online Room Booking System

Official notice

Authority: Devon Partnership NHS Trust (Central government)

GoodsOpen procedureAbove thresholdSME suitableVCSE suitable

Sectors: Software Packages & ERP (48) Delivery: South West (UKK4)

Published estimate£250,000≈ £83k / year · £300,000 inc. VAT

Submissions closed 11 Nov 2025awarded 24 Mar 2026

Award (standstill) to HUBSTAR SYSTEMS LIMITED

Contract term 3 yrsends 31 Dec 2028 · up to 31 Dec 2030 with extensions · starts 1 Jan 2026

What is being bought

Published requirement description

Provision of an Online Room Booking System for Devon Partnership NHS Trust

No preliminary market engagement: DPT have elected not to use a pre-market engagement stage in this procurement, however the tender submission deadline will be extended to allow sufficient time for any clarification questions

CPV: Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEVCSEPublished value£250,000

Contract period: 1 Jan 2026 – 31 Dec 2028 (3 yrs) · up to 31 Dec 2030 with extensionsValue: £250,000 exc. VAT · £300,000 inc. VAT

Delivery: South WestEligibility: SME eligibleVCSE eligible

Extensions: Devon Partnership NHS Trust are tendering for an online room booking service. The full requirements specification can be located at the online EU Supply portal: https://uk.eu-supply.com The contract value is estimated at £50k per annum Ex VAT and covers a 3 year term with optional extensions covering an additional 2 years The response date for tender submissions is 12 noon on Tuesday 11th November 2025

48000000 Software package and information systems

Pre-qualification & selection criteria (PQQ)2

Economic & financial standing
If successful, DPT will require the bidder to register their organisation on the Central Digital Platform?
Technical & professional ability
This is detailed within the requirements specification contained in the tender documentation available via the EU Supply portal: uk.eu-supply.com ↗

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

Financial: The evaluation/scoring criteria is fully detailed in the tender documentation available via the EU Supply portal: https://uk.eu-supply.com

Conditions of participation2

Economic & financial standing
If successful, DPT will require the bidder to register their organisation on the Central Digital Platform?
Technical & professional ability
This is detailed within the requirements specification contained in the tender documentation available via the EU Supply portal: uk.eu-supply.com ↗

Procedure terms & legal framework

From the official record

Procedure method: Open procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Goods
Notice status: Awarded
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: 10 Oct 2025, 12:00 BST
Last source update: 14 Apr 2026, 11:30 BST
Award evaluation window: Submission end – 8 Dec 2025
Authority reference: T25-0129
FTS notice number: 2025/S 000-064123
Latest notice: Contract award notice (UK6)
Classification (CPV): Software package and information systems
Delivery area: South West (UKK4)
Official registry OCID: ocds-h6vhtk-05aca3 Find a Tender
Contract terms summary: If you are interested in participating in this tender exercise, please can I ask that you register yourself on the EU Supply portal: uk.eu-supply.com ↗ and formally express your interest in this exercise? Please direct any queries to simon.worthy@nhs.net

How it was run

Official notice

Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply

Public notice page · account needed to bidElectronic submission allowedLanguage: EN

Access & registration note: Free · 5–10 minutes

Submission deadline: 11 Nov 2025, 12:00 GMT
Clarification deadline: 11 Nov 2025, 12:00 GMT
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

10 Oct 2025 → 23 Apr 2026 · 8 dates

Tender notice published381 days ago
10 Oct 2025, 12:00 BST
Clarification questions by349 days ago
11 Nov 2025, 12:00 GMT
Submission deadline349 days ago
11 Nov 2025, 12:00 GMT
Award decision expected by322 days ago
8 Dec 2025, 23:59 GMT
Contract starts299 days ago
1 Jan 2026
Assessment summaries sent217 days ago
24 Mar 2026
Latest notice published195 days ago
14 Apr 2026, 11:30 BST
Standstill ends186 days ago
23 Apr 2026, 23:59 BST

Notice history

4 events · 2 releases on Find a Tender · since 10 Oct 2025

Tender notice published
10 Oct 2025, 12:00 BST
UK4
Contract award notice published
14 Apr 2026, 11:30 BST
UK6
Status changed to complete
14 Apr 2026, 11:30 BST
Contract signature expected
1 May 2026, 23:59 BST
scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £68,3251 award exc. VAT

Bids received 1

Named bidders 1published on the award notice

Awarded to	Value	Date	Status
HUBSTAR SYSTEMS LIMITED13 Jun 2026 – 12 Jun 2029 · up to 12 Jun 2031Extensions: 2 x 12 month extensions upon mutual agreement	£68,325	24 Mar 2026standstill to 23 Apr 2026	Standstill

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
1final-stage tenders · 16 at stage one	0	0	—

Who bid

wonHubStar Systems Limited · Greater London

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

Devon Partnership NHS Trust

Contracting authorityPublic authority - central government GB-PPON: PNWB-6144-XTMH Wonford House, Exeter, South West, EX2 5AFContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice

HubStar Systems LimitedAwarded supplierGB-PPON: PDNH-6176-DCJJ 12 Hammersmith Grove, London, London, W6 7APContact name, email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender14 Apr 2026, 11:30 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender10 Oct 2025, 12:00 BST