Official UK procurement notice
CRM and Loyalty Agency Services
Authority: FIRST TRENITALIA WEST COAST RAIL LIMITED (Public body)
What is being bought
Published requirement descriptionThis project relates to acquiring a new dedicated digital agency to predominantly support creative and strategic thinking for CRM (customer relationship management) and Loyalty Services
- How the procedure runs: This will be a three stage process including Pre-Qualification Stage (PQQ). Following the evaluation of the PQQ responses, the Client will shortlist the Applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of Applicants that are invited to tender to a maximum of five (5) applicants. only applicants that score a "pass" for all non-qualitatively scored questions in the pqq will be considered and places will be awarded in order of highest to lowest score. the client reserves the right, in its absolute discretion, to invite more applicants if there is a tie in the scores between two or more applicants for the final place. The PQQ will be followed by an invitation to tender (ITT) with shortlisted bidders. the shortlisted bidders from the PQQ will submit the written response on the ITT and there will be a further shortlist to a maximum of two or three (2 or 3) tenderers based on the evaluation of written response received. These shortlisted tenderers (2-3) will then be taken forward to a presentation stage including a chemistry session before final evaluation and award. The final scores for each tenderer will be added together, after application of the relevant weightings, to receive a final score for each tender. the tenders will then be ranked according to the final scores received to identify the most advantageous Tender. The Client intends to award the contract to the highest scoring Tender.
CPV: Advertising and marketing services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£2,000,000
- Condition of participationshortlisting
Maximum 5 suppliers
Selection criteria:
The Pre Qualification Questionnaire (PQQ) will be evaluated in line with the criteria stated within the PQQ.
Following the evaluation of the PQQ responses, the Client will shortlist the Applicants it will invite to tender in accordance with the terms of the PQQ.
The Client reserves the right to limit the number of Applicants that are invited to tender to a maximum of five Applicants. Only Applicants that score a "Pass" for all non-qualitatively
scored questions in this PQQ will be considered and places will be awarded in order of highest to lowest score. The client reserves the right, in its absolute discretion, to invite more
Applicants if there is a tie in the scores between two or more Applicants for the final place.
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).
- Qualitative - 55%: . Response to the brief (Retainer Services) -5% • Case study and Experience - CRM - 15% • Case study and Experience - Loyalty - 15% • Agency Team Capability - 15% • Sustainability - 5%
- Contract Review - 5%
- Price - 40%: • Retainer Fees - 10% • Case Study 1 Cost - 15% • Case Study 2 Cost - 15%
- Condition of participationshortlisting
Maximum 5 suppliers
Selection criteria:
The Pre Qualification Questionnaire (PQQ) will be evaluated in line with the criteria stated within the PQQ.
Following the evaluation of the PQQ responses, the Client will shortlist the Applicants it will invite to tender in accordance with the terms of the PQQ.
The Client reserves the right to limit the number of Applicants that are invited to tender to a maximum of five Applicants. Only Applicants that score a "Pass" for all non-qualitatively
scored questions in this PQQ will be considered and places will be awarded in order of highest to lowest score. The client reserves the right, in its absolute discretion, to invite more
Applicants if there is a tie in the scores between two or more Applicants for the final place.
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
- Utilities
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 5 Jun 2025, 17:24 BST
- Last source update
- 8 Dec 2025, 16:59 GMT
- Award evaluation window
- Submission end – 17 Nov 2025
- Authority reference
FX1229- FTS notice number
2025/S 000-030410- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-054402Find a Tender
- How it runs
This will be a three stage process including Pre-Qualification Stage (PQQ).
Following the evaluation of the PQQ responses, the Client will shortlist the Applicants it will invite to tender in accordance with the terms of the PQQ. The Client reserves the right to limit the number of Applicants that are invited to tender to a maximum of five (5) applicants. only applicants that score a "pass" for all non-qualitatively scored questions in the pqq will be considered and places will be awarded in order of highest to lowest score. the client reserves the right, in its absolute discretion, to invite more applicants if there is a tie in the scores between two or more applicants for the final place.
The PQQ will be followed by an invitation to tender (ITT) with shortlisted bidders. the shortlisted bidders from the PQQ will submit the written response on the ITT and there will be a further shortlist to a maximum of two or three (2 or 3) tenderers based on the evaluation of written response received.
These shortlisted tenderers (2-3) will then be taken forward to a presentation stage including a chemistry session before final evaluation and award.
The final scores for each tenderer will be added together, after application of the relevant weightings, to receive a final score for each tender. the tenders will then be ranked according to the final scores received to identify the most advantageous Tender.
The Client intends to award the contract to the highest scoring Tender.
How it was run
Official notice- Requests to participate (first stage)
- 7 Jul 2025, 12:00 BST
- Submission deadline
- 7 Jul 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
5 Jun 2025 → 1 Jan 2026 · 7 dates- Tender notice published5 Jun 2025, 17:24 BST
- Submission deadline7 Jul 2025, 12:00 BST
- Award decision expected by342 days ago17 Nov 2025, 23:59 GMT
- Assessment summaries sent322 days ago8 Dec 2025
- Latest notice published322 days ago8 Dec 2025, 16:59 GMT
- Standstill ends312 days ago17 Dec 2025, 23:59 GMT
- Contract starts298 days ago1 Jan 2026
Notice history
4 events · 2 releases on Find a Tender · since 5 Jun 2025- Tender notice published5 Jun 2025, 17:24 BSTUK4
- Contract award notice published8 Dec 2025, 16:59 GMTUK6
- Status changed to complete8 Dec 2025, 16:59 GMT
- Contract signature expected20 Dec 2025, 23:59 GMTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Havas helia1 Jan 2026 – 31 Dec 2028 · up to 31 Dec 2030Extensions: Initial 3-year term with an option to extend by 2 years, up to 12 months at a time (3 + 1 +1 years) The spend indicated within this tender process is not fully committed as the actual annual budgets will be subject to approval by Department for Transport from time to time, usually annually. Please note, we would reserve the right to reduce or increase the budgets as necessary at any point in time. | £2,400,000 inc. VAT | 4 Nov 2025standstill to 17 Dec 2025 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4final-stage tenders | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Havas heliaAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender