Official UK procurement notice
WCC Passenger transport management software
Authority: Warwickshire County Council (Local council)
What is being bought
Published requirement descriptionWarwickshire County Council's Transport Delivery department are responsible for managing the public, home to school, and adult social care transport functions. The Transport Delivery team is responsible for the safe transportation of c11,500 passengers via their home to school and adult social care contracts. To deliver these functions, Warwickshire County Council are looking for a passenger management software solution.
- The authority expects to re-tender this requirement around 3 Sept 2035, 23:59 BST.
- How the procedure runs: The Procurement process Stage 1: Bidders to complete and return the ITT documents as listed on the contents page. Tender returns will be evaluated as explained within the tender document. Stage 2: Bidders whose score is within 20 marks of the top bidder after cost and non-cost assessment will be invited to attend an MS Teams meeting. The demonstration dates we have provisionally set are set out below and a suitable time will be agreed if invited. Thursday 20th November 2025 Friday 21st November 2025 Monday 24th November 2025 Tuesday 25th November 2025 Bidders will be asked to provide a presentation demonstrating lasting no longer than 120 minutes which will cover off all the demonstration questions and be evaluated as explained within this document. Bidders stage 1 scores for Cost, quality and social value will be brought forward. Bidders demonstration score will be added to these scores to provide a 'final score'. This Procurement is being conducted in accordance with the Procurement Act using the Competitive Flexible Procedure. This procedure will be conducted in 2 stage(s). These stages are described in more detail below.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£620,000
What it takes to wini
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 morei
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).
Published sub-criteria (4)
- Quality: 45%
- Demonstration: 20%
- Cost: 25%
- Social Value: 10%
Published award criteria (4)
- Cost
- Quality
- Social Value
- Demonstration
- Price carries 25 of 100 points: a 10% discount moves about 2.5 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
- 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
- Yes · next expected 3 Sept 2035
- First published
- 3 Jul 2025, 09:35 BST
- Last source update
- 13 Mar 2026, 11:38 GMT
- Award evaluation window
- Submission end – 19 Dec 2025
- Authority reference
WAR 0003- FTS notice number
2025/S 000-064072- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05580cFind a Tender
- How it runs
The Procurement process
Stage 1:
Bidders to complete and return the ITT documents as listed on the contents page. Tender returns will be evaluated as explained within the tender document.
Stage 2:
Bidders whose score is within 20 marks of the top bidder after cost and non-cost assessment will be invited to attend an MS Teams meeting. The demonstration dates we have provisionally set are set out below and a suitable time will be agreed if invited.
Thursday 20th November 2025
Friday 21st November 2025
Monday 24th November 2025
Tuesday 25th November 2025
Bidders will be asked to provide a presentation demonstrating lasting no longer than 120 minutes which will cover off all the demonstration questions and be evaluated as explained within this document.
Bidders stage 1 scores for Cost, quality and social value will be brought forward. Bidders demonstration score will be added to these scores to provide a 'final score'.
This Procurement is being conducted in accordance with the Procurement Act using the Competitive Flexible Procedure.
This procedure will be conducted in 2 stage(s). These stages are described in more detail below.
How it was run
Official notice- Submission deadline
- 10 Nov 2025, 12:00 GMT
- Clarification deadline
- 3 Nov 2025, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
sell2.in-tend.co.uk/midlands/home ↗
Your tender return must be submitted via the E-tendering portal. You will not be able to upload your tender after the deadline detailed above. Applicants are advised that if their tender response is only partially uploaded within the E-tendering portal by the closing date and time then the system will lock them out and they will not be able to complete their document upload. The Council reserves the right to only evaluate documents received within the E-tendering portal by the closing date and time and applicants are advised that a partial upload is unlikely to be successful. Applicants are therefore recommended to upload their full tender response well in advance of the closing date and time.
If you are experiencing any difficulties with your upload you must contact the Council well in advance of the closing date and time
The procurement documents are available for unrestricted and full direct access, free of charge, at
sell2.in-tend.co.uk/midlands/home ↗
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
in-tendhost.co.uk/csw-jets/aspx/Home ↗
If your account has been migrated from the CSW-JETS Portal, please use your existing email address to log in. If not, you can use your existing Sell2Midlands credentials, or register for a new account by selecting Register from the menu bar. If this is your first time accessing Sell2Midlands, you will automatically receive an email with a link to set your Sell2Midlands password.
After logging in, you will land on your Sell2Midlands Dashboard. From here, you can:
- View tenders
- View all portals available within the Sell2Midlands collaboration
- Update your company details
Timeline
3 Jul 2025 → 13 Mar 2026 · 10 dates- Planning notice published3 Jul 2025, 09:35 BST
- Market engagement18 Jul 2025, 23:59 BST
We welcome interested suppliers to complete the Questionnaire that has been published via our e-procurement portal (CSW-jets). CSW-Jets Reference: WCC - 23051.
The Council would be grateful if you could complete the questions in the market testing document and respond by 18th July 2025 at 12 Noon. You should submit your completed responses by uploading via CSW Jets or to samanthafawke@warwickshire.gov.uk
The procurement documents are available for unrestricted and full direct access, free of charge, at
in-tendhost.co.uk/csw-jets/aspx/Home ↗
Additional information can be obtained from the above-mentioned address.
Contact Details:
If you have any questions regarding this Market testing exercise, then please upload via the correspondence function on CSW Jets
- Tender notice published382 days ago10 Oct 2025, 10:53 BST
- Clarification questions by357 days ago3 Nov 2025, 12:00 GMT
- Submission deadline350 days ago10 Nov 2025, 12:00 GMT
- Award decision expected by311 days ago19 Dec 2025, 23:59 GMT
- Contract starts295 days ago5 Jan 2026
- Assessment summaries sent257 days ago12 Feb 2026
- Standstill ends245 days ago23 Feb 2026, 23:59 GMT
- Latest notice published227 days ago13 Mar 2026, 11:38 GMT
Notice history
10 events · 4 releases on Find a Tender · since 3 Jul 2025- Preliminary market engagement notice published3 Jul 2025, 09:35 BSTUK2
- Tender notice published10 Oct 2025, 10:53 BSTUK4
- Published value published: £620,00010 Oct 2025, 10:53 BST
- Status changed to active10 Oct 2025, 10:53 BST
- Procurement method changed10 Oct 2025, 10:53 BST
- Deadline published: 10 Nov 2025, 12:00 GMT10 Oct 2025, 10:53 BST
- Contract award notice published12 Feb 2026, 10:49 GMTUK6
- Status changed to complete12 Feb 2026, 10:49 GMT
- Contract signature expected24 Feb 2026, 23:59 GMTscheduled
- Contract details notice published13 Mar 2026, 11:38 GMTUK7
Routine re-releases (4)
- 2025-07: 1 release · 3 Jul 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Pax Systems LtdSME25 Feb 2026 – 25 Feb 2031 · up to 25 Feb 2036Extensions: The initial term of the contract will be 5 years with a possible maximum extension of 60 months. · Options: The Council reserves the right to make additional purchases during the contract that fall under the category of passenger management software system. | £1,000,000 | 3 Feb 2026 | Awarded |
Contracts
Contract 1 · Pax Systems LtdSME
- Signed
- 24 Feb 2026
- Value
- £1,000,000
- Period
- 25 Feb 2026 – 25 Feb 2031 · up to 25 Feb 2036 with extensions
- Status
- active
- Extensions
- The initial term of the contract will be 5 years with a possible maximum extension of 60 months.
- Options
- The Council reserves the right to make additional purchases during the contract that fall under the category of passenger management software system.
4 agreed KPIs: PORTAL SERVICE AVAILABILITY · INCIDENT RESPONSE & RESOLUTION TIME · INVOICING ACCURACY …
- PORTAL SERVICE AVAILABILITY
- INCIDENT RESPONSE & RESOLUTION TIME
- INVOICING ACCURACY
- DELIVERY OF TENDERED SOCIAL VALUE COMMITMENTS
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders · 4 at stage one | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- PAX SYSTEMS LTDAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender