Official UK procurement notice
HCC - 05/25 - The Provision of an Applicant Tracking System
Authority: Hertfordshire County Council (Local council)
What is being bought
Published requirement descriptionHertfordshire County Council went out to Procurement for the Provision of an Applicant Tracking System. This is a UK7 Contract Details Notice and this opportunity has now closed.
- How the procedure runs: The Council will procure this contract using the Competitive Flexible Procedure as defined in the Procurement Act 2023, which will allow us to run a multistage procurement process, the process will be in 2 Stages as follows: Stage 1 - Tenderers will complete the Response Document (including the pricing schedule) and submit in line with the deadlines outlined in section 2 of the Instructions to Tenderers document. All Tenderers are required to pass Part 1 (Registration on FTS (CDP) and Exclusions Information) and Part 2 (Conditions of Participation and Project Specific Questions) (Bid Forms 1 – 12) before proceeding to be evaluated and moderated at Part 3 – Award Criteria. Stage 2 - The top three Tenderers based on scores from Bid Forms 13 to 19 (Part 3 - Award Criteria) will advance to Stage 2, where they will be invited to demonstrate their system and provide access to a test site for user evaluation. Tenderers should be aware that the Council may raise clarifications based on your quality response before the top scoring Tenderers are invited to Stage 2. Once Stage 2 is completed, the Council will collate all scores for stages 1 and 2 and the Council will award the Contract to the highest scoring organisation in terms of the stated award criteria. Full details of the requirement and context of the procurement can be found in the Service Specification which is in Schedule 8 of the SAAS Contract Document. For the full breakdown of the award criteria please refer to the Instructions to Tenderers document (Section 4)
CPV: Computer-related services · IT services: consulting, software development, Internet and support · Miscellaneous software package and computer systems · Recruitment services · Software package and information systems
The lotProcurement structure
single lot · value publishedWhat 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).
- Simple description: Please refer to Section 4 of the Instructions to Tenderers for a full breakdown of the Award Criteria Stage 1 - Part 1 and 2 consists of Pass/Fail criteria as listed in Section 4 Table A of the Instructions to Tenderers Stage 1 - Part 3 - Award Tier 1 - Price - 40% Tier 2 - Pricing Schedule - 100% Tier 1 - Quality - 60% Tier 2 - System Capabilities and Features, core functionalities of an end-to-end automated process - 20% Tier 2 - Implementation and Mobilisation - 10% Tier 2 - Contract Management/ Governance - 5% Tier 2 - Innovation & Continuous improvement - 15% Tier 2 - Reporting - 15% Tier 2 - Approach to Local Government Reform - 5% Stage 2 – User Demonstration and Test Site The top 3 Scoring Tenderers from Stage 1, Bid Forms 13 to 19 will proceed to Stage 2 User Demonstration - 20% Test Site – 10%
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
- 16 May 2025, 15:33 BST
- Last source update
- 23 Sept 2025, 09:25 BST
- Award evaluation window
- Submission end – 20 Aug 2025
- Authority reference
HCC2516611- FTS notice number
2025/S 000-022334- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051622Find a Tender- Contract terms summary
Invoices are to be submitted to the Council, in accordance with the Prices and Payment clause in the Conditions of Contract. Payment will normally be made within thirty (30) days of receipt of a correct invoice.
- How it runs
The Council will procure this contract using the Competitive Flexible Procedure as defined in the Procurement Act 2023, which will allow us to run a multistage procurement process, the process will be in 2 Stages as follows:
Stage 1 - Tenderers will complete the Response Document (including the pricing schedule) and submit in line with the deadlines outlined in section 2 of the Instructions to Tenderers document.
All Tenderers are required to pass Part 1 (Registration on FTS (CDP) and Exclusions Information) and Part 2 (Conditions of Participation and Project Specific Questions) (Bid Forms 1 – 12) before proceeding to be evaluated and moderated at Part 3 – Award Criteria.
Stage 2 - The top three Tenderers based on scores from Bid Forms 13 to 19 (Part 3 - Award Criteria) will advance to Stage 2, where they will be invited to demonstrate their system and provide access to a test site for user evaluation.
Tenderers should be aware that the Council may raise clarifications based on your quality response before the top scoring Tenderers are invited to Stage 2.
Once Stage 2 is completed, the Council will collate all scores for stages 1 and 2 and the Council will award the Contract to the highest scoring organisation in terms of the stated award criteria.
Full details of the requirement and context of the procurement can be found in the Service Specification which is in Schedule 8 of the SAAS Contract Document.
For the full breakdown of the award criteria please refer to the Instructions to Tenderers document (Section 4)
- Risks
The Contract will be based on the Council’s standard terms. There are no known immediate risks to performance during the initial two-year fixed term of this contract. However, a key strategic risk relates to potential future policy changes surrounding devolution and governance arrangements. Such changes could directly affect the structure, scope, or continuation of the contract beyond the fixed term. While no decisions have been made at this stage, the contracting authority is actively monitoring the evolving landscape. Suppliers should be aware that any resulting implications will be managed in accordance with applicable legislation and clear communication will be provided should any material change arise. Such changes will be agreed between both parties in writing with a variation.
How it was run
Official notice- Submission deadline
- 27 Jun 2025, 13:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
16 May 2025 → 30 Sept 2025 · 7 dates- Tender notice published16 May 2025, 15:33 BST
- Submission deadline27 Jun 2025, 13:00 BST
- Assessment summaries sent18 Aug 2025, 00:00 BST
- Award decision expected by20 Aug 2025, 00:59 BST
- Standstill ends28 Aug 2025, 23:59 BST
- Latest notice published396 days ago23 Sept 2025, 09:25 BST
- Contract starts390 days ago30 Sept 2025
Notice history
13 events · 8 releases on Find a Tender · since 16 May 2025- Tender notice published16 May 2025, 15:33 BSTUK4
- Tender notice published16 May 2025, 16:27 BSTUK4
- Deadline moved to 20 Jun 2025, 12:00 BST16 May 2025, 16:27 BST+0 days · was 20 Jun 2025, 13:00 BST
- Tender notice published11 Jun 2025, 18:08 BSTUK4
- Deadline moved to 27 Jun 2025, 13:00 BST11 Jun 2025, 18:08 BST+7 days · was 20 Jun 2025, 12:00 BST
- Tender notice published12 Jun 2025, 16:30 BSTUK4
- Tender notice published13 Jun 2025, 11:46 BSTUK4
- Contract award notice published18 Aug 2025, 16:28 BSTUK6
- Status changed to complete18 Aug 2025, 16:28 BST
- Procurement method changed18 Aug 2025, 16:28 BST
- Contract award notice published21 Aug 2025, 15:54 BSTUK6
- Contract signature expected8 Sept 2025, 23:59 BSTscheduled
- Contract details notice published23 Sept 2025, 09:25 BSTUK7
Routine re-releases (8)
- 2025-06: 3 releases · 11 Jun 2025, 13 Jun 2025
- 2025-05: 2 releases · 16 May 2025, 16 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Tribepad LimitedSME30 Sept 2025 – 1 Apr 2028 · up to 1 Apr 2030Extensions: The core Contract Periods is two (2) years and six (6) months with the option to extend for up to two (2) further years · Amended: Amended Contract Value | £200,000 | 18 Aug 2025 | Awarded |
Contracts
HCC - 05/25 - The Provision of an Applicant Tracking System · Tribepad LimitedSME
- Signed
- 19 Sept 2025
- Value
- £450,000
- Period
- 30 Sept 2025 – 1 Apr 2028 · up to 1 Apr 2030 with extensions
- Status
- active
- Extensions
- The core Contract Periods is two (2) years and six (6) months with the option to extend for up to two (2) further years
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1final-stage tenders · 7 at stage one | 1 | 0 | — |
Who bid
- wonTribepad Limited · Yorkshire and the Humber
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Tribepad LimitedAwarded supplier
Official documents & specifications (9)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Please either register or log in to the above web address, and then 'express interest' and 'opt in' in order to view the full set of documentation relating to this tender opportunity
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
- 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
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender