Workflow Management System · UK public procurement notice

• How the procedure runs: WM5G Ltd will undertake a Staged process of evaluation of the Tender returns in accordance with the evaluation criteria as follows: Stage 1: Pass/Fail Prior to evaluation of the wider tender submission the following areas will be assessed in relation to pass/fail: All required documents fully completed, signed and submitted within stated timeframes. Documents submitted in the format required. Any Pass/Fail, Mandatory or Critical questions as stated in PSQ - Conditions of Participation, Form T4: Tenderer's Proposed Solution, and Form T16 - Requirements Matrix The Authority's maximum budget for Year 1 of this Contract is £250K. This includes all mobilisation / implementation / integration and year 1 recurring costs as per Form T6 - Pricing Schedule. Any Tender with a total evaluated Year 1 price exceeding 120% of the Authority's maximum budget (£300K) may be deemed unaffordable and excluded from further evaluation. Should a Tenderer fail any of these stated requirements their tender submission will not have met the minimum requirement and may not be considered any further. During this stage no other elements of the tender submission will be considered or reviewed. If a Mandatory document has not been returned, we will send a web correspondence on one occasion for your immediate return to rectify an omission mistake. Stage 2: Full Tender Evaluation At this stage the complete tender submissions will be fully evaluated and each Tenderer will be marked in line with the process detailed in the sections below. At this stage bidders will be down-selected to a maximum of 3 suppliers to move onto the next stage. Tenderers will be notified and appropriately debriefed if they have moved on to the next stage or not. Stage 3: System Demonstrations and Dialogue At this stage the down-selected bidders will be required to demonstrate, but not limited to the following: system capability, functionality, ease of use, expected outcomes, integrations. They must also guide us through the actions and processes we can self-customise. Dialogue will take place to clarify functionality. This stage will not be scored and will be used to clarify and moderate scores where applicable. Stage 4: Final Clarifications This stage will provide a formal opportunity to clarify any outstanding questions WM5G Ltd may have in respect of any aspects of your bid submission. Stage 5: Preferred bidder nominated The Preferred bidder will be nominated based on the "Final Set Score" achieved in the above stages. (Quality Score and Price Score) Stage 6: Award At this phase of the tender any applicable 8-day mandatory standstill period will have been successfully completed and compliant tenderers notified and appropriately debriefed if they have been successful/ unsuccessful. On satisfactory completion of this period any resulting contract/ agreement award may then be concluded.
• No preliminary market engagement: The Authority undertook proportionate pre-market engagement to better understand the market, available solutions, delivery approaches and likely costs. The engagement was conducted directly with suppliers and was limited to information-gathering activities only. The Authority determined that publication of a Preliminary Market Engagement Notice was not necessary as there is no legal requirement to publish such a notice in order to undertake pre-market engagement, and the Authority was satisfied that the engagement was proportionate, did not distort competition, and did not provide any supplier with an unfair advantage in the subsequent procurement process. Any information obtained through pre-market engagement has been used solely to inform the procurement strategy, specification, commercial approach and evaluation methodology. Appropriate measures have been taken to ensure that all bidders have access to the same information during the procurement process.

CPV: IT services: consulting, software development, Internet and support · Software package and information systems

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

23 Sept 2026, 15:51 BST

Last source update

23 Sept 2026, 15:51 BST

Award evaluation window

Submission end – 20 Nov 2026

Authority reference

PROC DMC ITT/1897

FTS notice number

2026/S 000-090279

Latest notice

Tender notice (UK4)

Classification (CPV)

IT services: consulting, software development, Internet and supportSoftware package and information systems

Delivery area

West Midlands (UKG)

Official registry OCID

ocds-h6vhtk-0778ea Find a Tender

How it runs

WM5G Ltd will undertake a Staged process of evaluation of the Tender returns in accordance with the evaluation criteria as follows:

Stage 1: Pass/Fail

Prior to evaluation of the wider tender submission the following areas will be assessed in relation to pass/fail:

All required documents fully completed, signed and submitted within stated timeframes.

Documents submitted in the format required.

Any Pass/Fail, Mandatory or Critical questions as stated in PSQ - Conditions of Participation, Form T4: Tenderer's Proposed Solution, and Form T16 - Requirements Matrix

The Authority's maximum budget for Year 1 of this Contract is £250K. This includes all mobilisation / implementation / integration and year 1 recurring costs as per Form T6 - Pricing Schedule. Any Tender with a total evaluated Year 1 price exceeding 120% of the Authority's maximum budget (£300K) may be deemed unaffordable and excluded from further evaluation.

Should a Tenderer fail any of these stated requirements their tender submission will not have met the minimum requirement and may not be considered any further. During this stage no other elements of the tender submission will be considered or reviewed.

If a Mandatory document has not been returned, we will send a web correspondence on one occasion for your immediate return to rectify an omission mistake.

Stage 2: Full Tender Evaluation

At this stage the complete tender submissions will be fully evaluated and each Tenderer will be marked in line with the process detailed in the sections below. At this stage bidders will be down-selected to a maximum of 3 suppliers to move onto the next stage. Tenderers will be notified and appropriately debriefed if they have moved on to the next stage or not.

Stage 3: System Demonstrations and Dialogue

At this stage the down-selected bidders will be required to demonstrate, but not limited to the following: system capability, functionality, ease of use, expected outcomes, integrations. They must also guide us through the actions and processes we can self-customise. Dialogue will take place to clarify functionality. This stage will not be scored and will be used to clarify and moderate scores where applicable.

Stage 4: Final Clarifications

This stage will provide a formal opportunity to clarify any outstanding questions WM5G Ltd may have in respect of any aspects of your bid submission.

Stage 5: Preferred bidder nominated

The Preferred bidder will be nominated based on the "Final Set Score" achieved in the above stages. (Quality Score and Price Score)

Stage 6: Award

At this phase of the tender any applicable 8-day mandatory standstill period will have been successfully completed and compliant tenderers notified and appropriately debriefed if they have been successful/ unsuccessful. On satisfactory completion of this period any resulting contract/ agreement award may then be concluded.

Submission deadline

21 Oct 2026, 12:00 BST

Clarification deadline

2 Oct 2026, 14:00 BST

Submission channel

Official e-sourcing portal

Electronic submission

Allowed

Accepted languages

en