Official UK procurement notice
ESG and Sustainability System
Authority: The Mayor and Commonalty and Citizens of the City of London (Local council)
What is being bought
Published requirement descriptionThe City has undertaken a Competitive Flexible Procedure to appoint a software provider to support the management of utility expenditure and consumption, with the overarching objective of reducing both costs and carbon emissions. This procurement will support the Climate Action Strategy (CAS) and contribute to the City's objective of achieving Net Zero across its own operations by 2027.
The appointed provider will be required to:
- Provide invoice validation services for all utility invoices, including those relating to the City's corporate utility contracts and ad hoc supplies. The provider will be responsible for loading all utility invoices into the software platform.
- Provide accessible and configurable dashboards that enable reporting on utility costs, consumption, and carbon emissions across the City's portfolio. Dashboards must support analysis at portfolio, site, utility, meter, and Fund level.
- Provide high-consumption alerts for any utility, site, or meter based on invoice data or half-hourly (HH) consumption data, enabling timely identification and investigation of unusual usage.
- Deliver high levels of customer service through the allocation of a dedicated Account Manager, who will be responsible for contract management and ensuring agreed Key Performance Indicators (KPIs) are achieved.
- Provide Accounts Payable files in the format specified by the City to enable upload into the City's SAP payment system. This requirement applies to all utility types, including electricity, gas, district heating and cooling, and water.
- How the procedure runs: This Competitive Flexible Procedure will be conducted in two (2) stages: Stage 1 – Invitation to Participate (ITP) Stage 2 – Invitation to Tender (ITT) Stage 1 - Invitation to Participate (ITP) Evaluation Process: The City will assess each bidder’s ITP submission in four (4) stepss: Step 1: Compliance Check Step 2: Exclusion and Debarment Check Step 3: Conditions of Participation Assessment Compliant submissions will be assessed against the Conditions of Participation criteria set out in the Qualification Envelope. Step 4: Technical and Professional Ability Assessment Responses to Questions 1 and 2 of the ITP Technical and Professional Ability Document will be assessed on a pass/fail basis. Suppliers who fail either Question 1 or Question 2 may not have their submissions evaluated further and will not progress to the next stage. Suppliers who pass Questions 1 and 2 will have their responses to Questions 3 to 7 scored and weighted in accordance with the methodology set out in the ITP Pack. The top five (5) ranked suppliers will be invited to tender (Stage 2). Further details on the selection methodology are provided in the ITP Pack. Stage 2 – Invitation to Tender (ITT) Evaluation: Suppliers invited to tender will be evaluated against the following award criteria: - Responsible Procurement – 15% - Technical – 50% (Written Responses – 40% and Demonstration – 10%) - Commercial – 35% Following evaluation of the ITT submissions: Technical (Written Responses – 40%) Responsible Procurement (15%) Commercial (35%) The top three (3) suppliers, or any supplier who remains capable of winning the tender based on their score, will be invited to participate in the Demonstration stage (10%).
CPV: General utility software development services · General utility software package
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£450,000
- Economic & financial standing
Bidders whose financial position is unacceptable in terms of stability, capability and capacity will be excluded. Bidders are therefore advised to ensure that copies of their latest audited / approved accounts have been submitted to Companies House (if applicable).
Bidders’ will be assessed against the following criteria:
- Minimum Revenue Requirement
- D&B Overall Business Risk
Minimum Revenue Requirement:
The revenue requirement is calculated as the annual average revenue of the last two reported financial years, divided by the estimated annual contract value, as set out in the tender notice at section 31. Bidders will be required to have an unrounded result of ‘2.0’ or greater. A financial year is taken to be of 12 months’ duration; where this is not the case a pro rata calculation will be used to establish the 12 months’ equivalent.
D&B Overall Business Risk
The City will obtain a credit report on D&B Credit using the Company Registration number provided in Q1.3.2 of the ‘Potential Supplier Information’. As D&B information is updated regularly the City will run all the reports for this procurement shortly after the receipt of selection questionnaires to ensure fairness and transparency. Bidders who are assessed as ‘Low’, ‘Moderate-Low’, and ‘Moderate’ for the Overall Business Risk will pass this part of the Finance Check.
Bidders scoring ‘Moderate-High’ or ‘High’ will be assessed against the information provided as part of the Qualification Envelope ‘Finance Self-Cleansing’ response provided. If no response was included in that section, the City may choose to seek a clarification from the Bidder. The City can use its discretion as to whether the Bidder has provided reasonable assurance to the City of its financial viability or if Mitigating Solutions are required. Bidders who do not provide a reasonable assurance may fail this section and the entire tender process.
- Technical & professional ability
Suppliers must demonstrate their technical and professional ability through completion of the Technical and Professional Ability Questionnaire.
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 (3)
- Technical: 50%
- Responsible Procurement: 15%
- Commercial: 35%
Published award criteria (3)
- Technical
- Responsible Procurement
- Commercial
- Economic & financial standing
Bidders whose financial position is unacceptable in terms of stability, capability and capacity will be excluded. Bidders are therefore advised to ensure that copies of their latest audited / approved accounts have been submitted to Companies House (if applicable).
Bidders’ will be assessed against the following criteria:
- Minimum Revenue Requirement
- D&B Overall Business Risk
Minimum Revenue Requirement:
The revenue requirement is calculated as the annual average revenue of the last two reported financial years, divided by the estimated annual contract value, as set out in the tender notice at section 31. Bidders will be required to have an unrounded result of ‘2.0’ or greater. A financial year is taken to be of 12 months’ duration; where this is not the case a pro rata calculation will be used to establish the 12 months’ equivalent.
D&B Overall Business Risk
The City will obtain a credit report on D&B Credit using the Company Registration number provided in Q1.3.2 of the ‘Potential Supplier Information’. As D&B information is updated regularly the City will run all the reports for this procurement shortly after the receipt of selection questionnaires to ensure fairness and transparency. Bidders who are assessed as ‘Low’, ‘Moderate-Low’, and ‘Moderate’ for the Overall Business Risk will pass this part of the Finance Check.
Bidders scoring ‘Moderate-High’ or ‘High’ will be assessed against the information provided as part of the Qualification Envelope ‘Financ…
- Technical & professional ability
Suppliers must demonstrate their technical and professional ability through completion of the Technical and Professional Ability Questionnaire.
- Price carries 35 of 100 points: a 10% discount moves about 3.5 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
- Unspecified in notice
- First published
- 5 Nov 2025, 17:28 GMT
- Last source update
- 20 Jul 2026, 17:27 BST
- Award evaluation window
- Submission end – 26 Jun 2026
- FTS notice number
2026/S 000-012719- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05db63Find a Tender
- How it runs
This Competitive Flexible Procedure will be conducted in two (2) stages:
Stage 1 – Invitation to Participate (ITP)
Stage 2 – Invitation to Tender (ITT)
Stage 1 - Invitation to Participate (ITP) Evaluation Process:
The City will assess each bidder’s ITP submission in four (4) stepss:
Step 1: Compliance Check
Step 2: Exclusion and Debarment Check
Step 3: Conditions of Participation Assessment
Compliant submissions will be assessed against the Conditions of Participation criteria set out in the Qualification Envelope.
Step 4: Technical and Professional Ability Assessment
Responses to Questions 1 and 2 of the ITP Technical and Professional Ability Document will be assessed on a pass/fail basis. Suppliers who fail either Question 1 or Question 2 may not have their submissions evaluated further and will not progress to the next stage.
Suppliers who pass Questions 1 and 2 will have their responses to Questions 3 to 7 scored and weighted in accordance with the methodology set out in the ITP Pack.
The top five (5) ranked suppliers will be invited to tender (Stage 2). Further details on the selection methodology are provided in the ITP Pack.
Stage 2 – Invitation to Tender (ITT) Evaluation:
Suppliers invited to tender will be evaluated against the following award criteria:
- Responsible Procurement – 15%
- Technical – 50% (Written Responses – 40% and Demonstration – 10%)
- Commercial – 35%
Following evaluation of the ITT submissions:
Technical (Written Responses – 40%)
Responsible Procurement (15%)
Commercial (35%)
The top three (3) suppliers, or any supplier who remains capable of winning the tender based on their score, will be invited to participate in the Demonstration stage (10%).
How it was run
Official notice- Requests to participate (first stage)
- 11 Mar 2026, 12:00 GMT
- Submission deadline
- 11 Mar 2026, 12:00 GMT
- Clarification deadline
- 26 Feb 2026, 12:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
5 Nov 2025 → 1 Oct 2026 · 9 dates- Planning notice published352 days ago5 Nov 2025, 17:28 GMT
- Market engagement338 days ago19 Nov 2025, 23:59 GMT
PME in this case is where the City, at an early stage in the development of its proposals but prior to formulating any formal procurement opportunity, seeks input from the market as to what might be the most attractive way of packaging and scoping a future procurement opportunity.
This exercise will provide an opportunity for the City to obtain insight into how participants might approach the delivery of the service in question. It also gives a useful early insight into the likely level of interest in a proposed project from that market.
Participants must also note that a response to this notice does not guarantee an invitation to participate in this or any future procurement that the City may conduct, nor that the City will procure any such supply and services or accept any proposals offered. Any Procurement of the supply and services by the City will be carried out strictly in accordance with the Procurement Act (PA23).
The City has developed a questionnaire (attached at the end of the portal advert) that they would like interested parties to complete and return via the cityoflondon.ukp.app.jaggaer.com ↗ portal.
- Tender notice published253 days ago12 Feb 2026, 10:22 GMT
- Clarification questions by239 days ago26 Feb 2026, 12:00 GMT
- Submission deadline226 days ago11 Mar 2026, 12:00 GMT
- Assessment summaries sent131 days ago15 Jun 2026, 00:00 BST
- Award decision expected by119 days ago26 Jun 2026, 23:59 BST
- Latest notice published95 days ago20 Jul 2026, 17:27 BST
- Contract starts23 days ago1 Oct 2026, 00:00 BST
Notice history
9 events · 5 releases on Find a Tender · since 5 Nov 2025- Preliminary market engagement notice published5 Nov 2025, 17:28 GMTUK2
- Tender notice published12 Feb 2026, 10:22 GMTUK4
- Status changed to active12 Feb 2026, 10:22 GMT
- Procurement method changed12 Feb 2026, 10:22 GMT
- Tender notice published5 Mar 2026, 11:59 GMTUK4
- Contract award notice published15 Jun 2026, 16:38 BSTUK6
- Status changed to complete15 Jun 2026, 16:38 BST
- Contract signature expected6 Jul 2026, 23:59 BSTscheduled
- Contract details notice published20 Jul 2026, 17:27 BSTUK7
Published amendments (1)
The opening of the Invitation to Participate has been extended. It will now close on 11th March 2026 at 12:00pm.
Routine re-releases (5)
- 2026-02: 1 release · 12 Feb 2026
- 2025-11: 1 release · 5 Nov 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Etainabl Ltd1 Oct 2026 – 30 Sept 2028 · up to 30 Sept 2030Extensions: The duration of the contract is 2 years, subject to the right of the City (at its sole discretion) to exercise its right to extend the Contract by up to 2 years. The maximum length of the contract is therefore 4 years. | £585,753 inc. VAT | 11 Jun 2026 | Awarded |
| Etainabl Ltd | £585,754 inc. VAT † | — | Awarded |
Contracts
Contract 2 · Etainabl Ltd
- Signed
- 20 Jul 2026
- Value
- £585,754 inc. VAT
- Period
- 1 Oct 2026 – 30 Sept 2028 · up to 30 Sept 2030 with extensions
- Status
- active
- Extensions
- the contract can be extended by up to 2 years
3 agreed KPIs: Data accuracy & Invoice Validation · System Availability · System Availability
- Data accuracy & Invoice Validation, The contractor shall ensure the accuracy of invoice Validation and reporting remains at a high (Pass Rate = 95%)
- System Availability, The contractor shall ensure all priority 1 & 2 failures are rectified within the agreed SLAs (Pass Rate = 100%)
- System Availability, The contractor shall ensure all priority 3 failures are rectified within the agreed SLAs (Pass Rate = 90%)
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 4final-stage tenders | 3 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Etainabl LtdAwarded supplier
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: The ITT pack, including the technical specification, pricing schedule, form of tender, and ITT questionnaire, will be issued upon invitation to the shortlisted suppliers
Notices 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
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender