Official UK procurement notice
Commercial Waste Management Software System (WMS)
Authority: Nottingham City Council (Local council)
What is being bought
Published requirement descriptionNottingham City Council is seeking to procure a comprehensive, integrated Commercial Waste Management Software System to replace its existing legacy solution.
The system will support the end-to-end delivery of the Council's Commercial Waste Service, including customer management, sales, service delivery, billing, financial processing, and performance reporting. The solution must enable real-time operational control and data visibility across the service, improving efficiency, customer experience, financial assurance and environmental performance.
The scope includes, but is not limited to: vehicle tracking and management; mobile working; route planning and optimisation; customer and contract management; sales quoting and e-contracting; on-board dynamic weighing and pay-by-weight functionality; container and asset management; weighbridge operations; supplier management; invoicing, credits and cash processing; financial management and ledgering; performance reporting and analytics; and a customer self-service portal.
The successful supplier will also be required to provide professional services to implement the solution, migrate data, train users, and integrate the system with the Council's corporate financial platform (Oracle Fusion), corporate citizen access portal, and other systems via APIs.
Hardware required to support mobile working and integration with existing on-vehicle and weighbridge weighing equipment is within scope, together with system support, maintenance and service levels for the duration of the contract.
The contract will be awarded following a Competitive Flexible Procedure in accordance with the Procurement Act 2023, with an initial tender submission stage followed by shortlisting, product demonstrations and dialogue, and the submission of a best and final offer.
- Not divided into lots: The Authority has considered whether the requirement could be divided into lots. Due to the need for a single, fully integrated waste management system providing end-to-end functionality, data integrity, and seamless integration with corporate finance and operational platforms, the Authority has determined that dividing the requirement into lots would introduce unacceptable technical, operational, and commercial risk and would undermine accountability and value for money.
- How the procedure runs: Competitive Flexible Procedure Description This procurement is being conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The process will commence with the publication of a Tender Notice inviting suppliers to submit an initial tender, including completion of a procurement-specific questionnaire and initial quality and price responses. Initial submissions will be assessed against the Conditions of Participation and selection criteria, following which the Authority intends to shortlist up to three highest-scoring suppliers to participate in subsequent stages. These stages may include product demonstrations, dialogue to refine the Authority's understanding of the proposed solutions, and negotiation where required. Following the conclusion of these stages, shortlisted suppliers will be invited to submit a final tender (Best and Final Offer). Final tenders will be evaluated against the published award criteria to identify the Most Advantageous Tender. The Authority reserves the right to reduce, combine or omit stages, including the right to award the contract on the basis of the initial tender without negotiation, where permitted by the Procurement Act 2023 and as set out in the procurement documents.
CPV: Software-related services
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£550,000
- Economic & financial standing
As part of the procurement process, suppliers will be required to demonstrate their legal, financial, economic and technical capacity in accordance with the conditions of participation set out in the procurement documents.
This may include requirements relating to financial standing, turnover, relevant experience, professional capability, and insurances, proportionate to the nature, risk and value of the contract. Full details are set out in the procurement documents.
- Technical & professional ability
Suppliers will be required to demonstrate appropriate technical and professional ability to deliver an end-to-end Waste Management System, including relevant experience of implementing comparable software solutions within a local authority or similar complex operational environment.
Evidence may include details of previous contracts, references, key personnel, proposed delivery approach, and compliance with relevant technical standards. Equivalent qualifications, certifications and standards will be accepted.
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 award criteria (2)
- Price
- Quality: Quality will be assessed against the published quality criteria set out in the Invitation to Tender. This includes technical capability, implementation and delivery approach, system functionality, service and support arrangements, and social value. Social Value forms part of the Quality assessment and represents 5% of the Quality score (equivalent to 3% of the overall contract award score), in accordance with the ITT.
- Economic & financial standing
As part of the procurement process, suppliers will be required to demonstrate their legal, financial, economic and technical capacity in accordance with the conditions of participation set out in the procurement documents.
This may include requirements relating to financial standing, turnover, relevant experience, professional capability, and insurances, proportionate to the nature, risk and value of the contract. Full details are set out in the procurement documents.
- Technical & professional ability
Suppliers will be required to demonstrate appropriate technical and professional ability to deliver an end-to-end Waste Management System, including relevant experience of implementing comparable software solutions within a local authority or similar complex operational environment.
Evidence may include details of previous contracts, references, key personnel, proposed delivery approach, and compliance with relevant technical standards. Equivalent qualifications, certifications and standards will be accepted.
- 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
- Unspecified in notice
- First published
- 8 Dec 2025, 17:39 GMT
- Last source update
- 8 Dec 2025, 17:39 GMT
- Award evaluation window
- Submission end – 2 Mar 2026
- Authority reference
CPU 6534- FTS notice number
2025/S 000-080816- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05f139Find a Tender
- How it runs
Competitive Flexible Procedure Description
This procurement is being conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023.
The process will commence with the publication of a Tender Notice inviting suppliers to submit an initial tender, including completion of a procurement-specific questionnaire and initial quality and price responses.
Initial submissions will be assessed against the Conditions of Participation and selection criteria, following which the Authority intends to shortlist up to three highest-scoring suppliers to participate in subsequent stages. These stages may include product demonstrations, dialogue to refine the Authority's understanding of the proposed solutions, and negotiation where required.
Following the conclusion of these stages, shortlisted suppliers will be invited to submit a final tender (Best and Final Offer). Final tenders will be evaluated against the published award criteria to identify the Most Advantageous Tender.
The Authority reserves the right to reduce, combine or omit stages, including the right to award the contract on the basis of the initial tender without negotiation, where permitted by the Procurement Act 2023 and as set out in the procurement documents.
How it was run
Official notice- Requests to participate (first stage)
- 9 Jan 2026, 23:59 GMT
- Submission deadline
- 9 Jan 2026, 23:59 GMT
- Clarification deadline
- 15 Dec 2025, 23:59 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Tenders must be submitted electronically via the EastMids Tender portal used by Nottingham City Council for the purposes of this Procurement.
The EastMids Tender portal can be accessed at: www.eastmidstenders.org ↗
. Suppliers will be required to register on the portal to access the procurement documents and submit their tender response. Registration is free of charge.
No alternative methods of submission will be accepted.
Timeline
8 Dec 2025 → 1 Jul 2026 · 5 dates- Tender notice published324 days ago8 Dec 2025, 17:39 GMT
- Clarification questions by317 days ago15 Dec 2025, 23:59 GMT
- Submission deadline292 days ago9 Jan 2026, 23:59 GMT
- Award decision expected by240 days ago2 Mar 2026, 23:59 GMT
- Contract starts120 days ago1 Jul 2026, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Tender notice published8 Dec 2025, 17:39 GMTUK4
Contracting authority & participating public bodies
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Tender notice Tender notice on Find a Tender