Official UK procurement notice
Banking Automation Managed Services IIT (Self Service Devices)
Authority: Post Office Limited (Public body)
What is being bought
Published requirement descriptionPost Office is issuing two tenders in succession. The first to be issued is as per 1 below (Managed Services of the Self Service Devices) and the second as referred under 2) below the hardware supply of the Self Service Devices
- Managed Services of Self Service Devices (ATMs & Multi-Function Deposit (MFDs) and other associated Self Service Devices.
To support an existing ATM network (cash dispense notes only) of c.1,400 devices. The volume may increase by up to 500 devices (this is not guaranteed growth).
To support a range of MFDs (cash dispense notes only and deposit of notes and coins). Anticipated volumes are 400 devices by the start of 2028 which may increase by another 400 devices beyond 2028 (this is not guaranteed)
Key services to be included in the procurement are Provision of a fully managed service solution to support both cash dispense and cash deposit functionality (including notes and coin for deposit).
The scope of the services will include:
a. Provision and management of a suitable and future proofed secure telecommunications infrastructure to support an ATM / Multi-Function Deposit (MFD) network including both wireless and wired solutions. The solution must be capable of supporting transactions at the devices and remote software upgrades.
b. Provision of a suitable software stack and ongoing software upgrades and maintenance to support ATMs and MFDs to include as a minimum the following services
i. Cash withdrawal (with and without receipt)
ii. Cash deposit - notes and coins.
iii Cash recycling
iv Balance enquiry / mini statements (scheme dependent) to screen or printed.
v. Combined Balance and Cash transaction
vi. PIN Management Services (PIN Change and Unlock to eligible cards).
vii. Welsh Language Functionality
viii. Text to Speech Functionality
ix. Multiple Language capability for Visa and Mastercard transactions
x. Have onscreen marketing ad branding functionality for POL.
xi. Contactless services (Scheme dependent)
c. A future proofed solution that and enables the introduction of other services including but not limited to, bill payment, staged contactless transactions etc.
d. The software solution must comply with LINK, MasterCard, Visa and PCI regulations (to the extent that the latter's rules apply to the processing of cash transactions), including but not limited to support for Automatic Key Distribution (AKDS), accommodating the key exchange scheme required for each applicable hardware manufacturer (currently Hyosung and NCR) in the host environment.
e. Provision of a comprehensive hardware maintenance solution to support ATMs and MFDs. This may include differentiated service provisioning based on such criteria as transaction volumes, location etc.
f. Consumable provision e.g. receipt rolls
g. Training and training materials including for Postmasters including but not limited to manuals, quick reference guides and videos.
h. Provision and management of a suitable monitoring and event management system.
i. Provision of a suitable helpdesk to support inbound queries received from Postmasters and POL employees and to proactively contact Postmasters to ensure that they undertake the required basic first line maintenance (FLM) and cash management tasks.
j. cleaning services - including regular and ad hoc cleaning.
k. IMAC services to include:
i. Device installations
ii. Device removals
iii. Device relocations within the same premises or to alternative premises
iv. Signage solutions included illuminated signage where required.
v. Comprehensive IMAC turnkey service from initial survey to completion of all works (including but not limited to glazing, brickwork, and stonework), management of all contractors on site and provision of all required sign off and the provision of compliance paperwork.
l. Physical and logical security solutions to prevent theft and fraud. Including but not limited to chains, anchoring solutions, locks, anti-cash and card trapping, anti-skimming solutions etc.
m. Account management services including the provision of a suitably qualified and experienced Account Director, provision of regular and ad hoc reports, adherence to and attendance at governance forums etc.
- The supply of ATM and MFD hardware (Self Service Devices) - Post Office will be issuing a separate tender for this which is expected early July 2024.
- Post Office has issued a Pre-Market engagement Notice and has engaged with interested parties.
- Not divided into lots: Post Office is issuing two separate tenders for the Self Service Devices i) for the Managed Services (early June) and ii) for Hardware Supply.(early July).
- The authority expects to re-tender this requirement around 1 Sept 2030, 23:59 BST.
- How the procedure runs: 1. Under this Competitive Flexible Procedure Post Office may undertake any of the following: - a. limit the number of participating Bidders, generally or in respect of particular tendering rounds or other selection processes; b. provide for the refinement of award criteria in accordance with section 24 (Refining award criteria); c. does not permit the participation of Bidders that did not submit a tender in the first round of tendering or that were excluded following an earlier round. 2. Subject to Bidders satisfying any conditions of participation Post Office in accordance with the award criteria and assessment methodology set out this Initial Invitation to Tender (IIT) a. may award the contract following Initial Tenders to the Bidder that submits the most advantageous tender and will not proceed to further stages; or b. may down select and reduce the number to a shortlist of Bidders who then progress to the next dialogue stage 3. If down selected and Stage 4 (dialogue) is entered, the dialogue sessions will be undertaken with selected Bidders. 4. Once dialogue is concluded Post Office will invite Final Tenders (Stage 5). 5. Once Stage 5 evaluation has been concluded, POL will provide an assessment summary containing all of the information required to all Bidders that submitted Final Tenders to inform them whether they have been successful in being awarded the contract. 6. Stage 6 - Award of Contract .Once the assessment summaries have been provided POL will also publish a contract award notice to commence the mandatory standstill period. Once the standstill period is concluded, Stage 6 will end with POL entering into the contract with the preferred Bidder and publication of a contract details notice.
CPV: Automatic cash dispensers · Computer facilities management services · Deposit services · Foreign exchange services · Information technology services · Installation services (except software)
The lotProcurement structure
single lot · value publishedLot #1Published value£50,400,000
- Technical & professional ability
Post Office has Minimum Requirements which are set out in Appendix 9 of the procurement documentation.
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)
- Managed Services - Method Statement: 30%
- Transition - Method Statement: 20%
- Cost: 40%
- Social Value - Method Statement: 10%
Published award criteria (4)
- Managed Services - Method Statement: Quality questions in respect of the Managed Services
- Transition - Method Statement: Quality questions in respect of Transition
- Cost: Pricing Evaluation
- Social Value - Method Statement: Quality questions in respect of Social Value
- Technical & professional ability
Post Office has Minimum Requirements which are set out in Appendix 9 of the procurement documentation.
- 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
- Yes · next expected 1 Sept 2030
- First published
- 13 May 2025, 19:30 BST
- Last source update
- 16 Jun 2026, 20:49 BST
- Award evaluation window
- Submission end – 17 Sept 2026
- Authority reference
AA1538- FTS notice number
2026/S 000-056856- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051278Find a Tender
- How it runs
- Under this Competitive Flexible Procedure Post Office may undertake any of the following: -
a. limit the number of participating Bidders, generally or in respect of particular tendering rounds or other selection processes;
b. provide for the refinement of award criteria in accordance with section 24 (Refining award criteria);
c. does not permit the participation of Bidders that did not submit a tender in the first round of tendering or that were excluded following an earlier round.
- Subject to Bidders satisfying any conditions of participation Post Office in accordance with the award criteria and assessment methodology set out this Initial Invitation to Tender (IIT)
a. may award the contract following Initial Tenders to the Bidder that submits the most advantageous tender and will not proceed to further stages; or
b. may down select and reduce the number to a shortlist of Bidders who then progress to the next dialogue stage
- If down selected and Stage 4 (dialogue) is entered, the dialogue sessions will be undertaken with selected Bidders.
- Once dialogue is concluded Post Office will invite Final Tenders (Stage 5).
- Once Stage 5 evaluation has been concluded, POL will provide an assessment summary containing all of the information required to all Bidders that submitted Final Tenders to inform them whether they have been successful in being awarded the contract.
- Stage 6 - Award of Contract .Once the assessment summaries have been provided POL will also publish a contract award notice
to commence the mandatory standstill period. Once the standstill period is concluded, Stage 6 will end with POL entering into the contract with the preferred Bidder and publication of a contract details notice.
- Risks
POL has identified the following risks (in respect of both Lots, the occurrence of which could jeopardise the satisfactory performance of the awarded contracts, but because of their nature, cannot be addressed in the contracts as awarded, and so may require a substantial amendment to the contracts under paragraph 5 of Schedule 8 (materialisation of a known risk) to the Procurement Act 2023:
- policy decisions made by HM Government, any regulator, or any other public body, whether or not in response to findings by an Inquiry, that require modification to the awarded contracts to implement;
- the enactment or coming into force of legislation relating to the Post Office that requires modification to the awarded contracts to implement;
- where the Lot A and Lot B contracts are awarded to separate suppliers, the failure of one supplier to perform its obligations under awarded contract where that failure affects the ability of the supplier under the other awarded contract to perform its obligations;
- where the deployment of the Lot B solution is delayed, disrupted or otherwise does not proceed according to plan due to complexities arising;
- where either the Lot A or Lot B supplier is unable to perform their obligations under their respective awarded contract due to complexities arising from existing systems;
- in respect of either the Lot A or Lot B contract, that the procurement for the contract for the other Lot is abandoned or significantly delayed;
- for both Lot A and Lot B fuel prices
In respect of the Lot A contract only:
- there is a delay to the appointment of the Lot B supplier;
- there is a delay in the design and build of the solution, or any part of it, provided under the Lot B supplier.
In respect of the Lot B contract only:
- there is a delay in implementation of Lot B, which results in a continued reliance on the incumbent supplier and the need for an extension to the contract or other change to ensure business continuity.
- there is a delay in implementation/connectivity with Post Office's incumbent Transaction Processing Supplier (Lot 1, Vocalink).
How it was run
Official notice- Submission deadline
- 13 Jul 2026, 10:00 BST
- Clarification deadline
- 7 Jul 2026, 10:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
postoffice.wax-live.com/S2C/SignIn.aspx ↗
Select 'Open Opportunities' and then click on the 'view details' button for the event titled "AA1538 -Managed Services of Self Service Devices"
Timeline
13 May 2025 → 1 Apr 2027 · 8 dates- Planning notice published13 May 2025, 19:30 BST
- Market engagement393 days ago29 Sept 2025, 23:59 BST
Post Office is looking to procure a single provider for the Managed Services Lot and up to three providers of hardware (Cash Withdrawal and Deposit Devices Lot) for a term of up to 5 years with an anticipated commencement date of c15th September 2026.
This will be undertaken utilising the Government's Find a Tender Service (FTS) under the Competitive Flexible Procedure route as per the new Procurement Act 2023.
We are therefore seeking providers that can deliver a high standard of products & services to support our current infrastructure with a global insight re innovation and future trends to keep Post Office leading edge for our Customers and Postmasters. This process will give potential suppliers the opportunity to engage with Post Office to discuss and explore and potentially add to our requirements through discussion and feedback, providing additional insight into current market trends, their capabilities, innovation and future strategic direction.
We will be focussing on a number of key areas including, overall proposition, pricing model, cost efficiencies, revenue generating opportunities and innovation delivered through a long term, collaborative relationship.
Post Office will therefore be running a Pre-market Engagement (PME) event face to face with online facilities via Microsoft Teams on 14/08/25, between 11.00 - 13.00 at our London Office (this may be subject to change) to present our high level requirements and future vision for these products and services, and to gain your feedback and input to shape the procurement. Exchanges of information may continue up to issue of initial tenders, which may include additional individual face to face or Teams meetings
Post Office will run this procurement exercise via our e-sourcing tool which will give suppliers the opportunity to express an interest, by self-inviting themselves to attend the event (either in person or via MS Teams) and to seek clarifications following the PME event. The event named as follows: AA1473 Pre-Market Engagement Event - ATMs/Deposit Devices & Managed Services. Please refer to the Questionnaire tab to complete the matrix advising of attendees, which is mandatory. Closing date 08/08/2025.
This event can be found on Post Offices Corporate website corporate.postoffice.co.uk/en/governance/our-su… ↗ , see guidance on how to join the opportunity in our newsletter: corporate.postoffice.co.uk/media/edup34j0/procu… ↗
After the PME event (c September 2025), Post Office will issue a Tender Notice for suppliers' to "submit a Supplier's request to participate - Procurement Specific Questionnaire (PSQ)". This is the equivalent of the Standard Selection Questionnaire (SQ) operated under the previous Regulations, PCR 2015.
Post Office reserve the right to undertake intermittent tender assessments throughout the process, which may be used to eliminate suppliers failing to meet criteria before later stages. Supplier assessments through audits, site visits, or demonstrations may also be introduced.
- Next notice expected392 days ago30 Sept 2025, 23:59 BST
- Tender notice published134 days ago16 Jun 2026, 20:49 BST
- Clarification questions by113 days ago7 Jul 2026, 10:00 BST
- Submission deadline107 days ago13 Jul 2026, 10:00 BST
- Award decision expected by40 days ago17 Sept 2026, 23:59 BST
- Today28 Oct 2026
- Contract startsin 154 days1 Apr 2027, 00:00 BST
Notice history
6 events · 3 releases on Find a Tender · since 13 May 2025- Pipeline notice published13 May 2025, 19:30 BSTUK1
- Preliminary market engagement notice published15 Jul 2025, 16:18 BSTUK2
- Tender notice published16 Jun 2026, 20:49 BSTUK4
- Status changed to active16 Jun 2026, 20:49 BST
- Procurement method changed16 Jun 2026, 20:49 BST
- Deadline published: 13 Jul 2026, 10:00 BST16 Jun 2026, 20:49 BST
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Select 'Open Opportunities' and then click on the 'view details' button for the event titled "AA1538 -Managed Services of Self Service Devices"
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender