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Published 8 May 2026, 10:27 BST

Official UK procurement notice

Hi-visibility workwear & Laundry Services

Official notice

Authority: ABELLIO EAST MIDLANDS LIMITED

3 lotsServicesCompetitive flexible procedureAbove thresholdUtilitiesSME suitable
Sectors: Clothing, footwear, luggage articles and accessories (18)Community & Cultural Services (98) Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)
+6 moreEast Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)South West (UKK)
Published estimate£680,000total for 3 lots · £816,000 inc. VAT · 1 value update
Submissions closed 10 Aug 2026
Lots 3see the lot list below
Contract term 3 yrsends 10 Jan 2030 · up to 10 Jan 2031 with extensions · starts 11 Jan 2027

What is being bought3 lots · detail below

Published requirement description

Suppliers are requested to submit proposals to the EMR for the provision and laundering of high-visibility workwear for the EMR Fleet Department.

This tender is split into lots to enable EMR to pursue the most advantageous tender. EMR reserves the right to award either Lots 1 & 3 or 2 (on its own) and is not committed to awarding any or all Lots.

All Lots are listed as per the below

  • Lot 1 - Purchase of Work Wears, Appendix C
  • Lot 2 - Lease and laundering of Work Wears, Appendix D
  • Lot 3 - Laundering of Work Wears, Appendix E

Aims

In delivering the contract, EMR requires the Supplier to undertake the following:

  • Deliver a compliant procurement process in line with the Procurement Act 2023 using a Competitive Flexible Procedure
  • Ensure continuity and flexibility to allow transfer of the procurement and/or contract to a future successor operator
  • Provide a high-quality, fully managed high-visibility workwear solution.
  • Provide a consistent service across all EMR locations, supporting a geographically dispersed workforce
  • Ensure all workwear meets required safety and compliance standards (e.g., Network Rail RIS-3279-TOM)
  • Deliver an end-to-end managed service, including supply, sizing, branding, tracking, repairs, and replacements (purchase and or lease),
  • Deliver an end-to-end managed service, tracking, repairs, and replacements (Laundry)
  • Implement an efficient coordination model, including reliable delivery, collection, and regular laundering services.
  • Enable user-focused services, such as individual allocation, ordering, returns, and locker-based or similar distribution. (Currently, EMR has Locker facilities provided by the present incumbent and would look to have the same facilities offered from perspective supplier(s)
  • Maintain high-quality assurance standards, supported by robust control systems and performance monitoring.
  • Promote operational efficiency and responsiveness, including quick resolution of defects, errors, or service issues, and reduce lost and damaged items
  • Support sustainability objectives, including reduced and recyclable packaging,
  • Ensure clear ordering, tracking, and reporting processes, aligned with EMR requirements.
  • How the procedure runs: Stage 1: Procurement Specific Questionnaire (PSQ) Any Tenderer receiving a "Fail" on a Condition of Participation, or achieving a score of below 3 on any scored capability question, will fail the Pre-Qualification Quality Threshold and will not be shortlisted for the Invitation to Tender (ITT) Stage 1. Stage 2: Initial Tender (ITT Stage 1) This stage will be scored against an available weighting of 85% of the total evaluation marks. These initial Tenders will form the baseline for subsequent stages. Upon completion of the consensus evaluation, the top 5 highest-scoring Tenderers who have met the minimum quality threshold will be shortlisted and invited to participate in ITT Stage 2. Stage 3: Interactive Presentation & Negotiation (ITT Stage 2) The 5 highest scoring, shortlisted Tenderers from Stage 2 (ITT Stage 1) will be invited to participate in an interactive Stage 3 (ITT Stage 2) Stage 4: Final Revised Tender (BAFO Submission Stage) The 2 highest-scoring Tenderers following the conclusion of ITT Stage 2 will be formally invited to submit a Final Revised Tender via a formal Best and Final Offer (BAFO) submission stage Stage 5: Post-Tender Clarification Gate Following the submission of the Final Revised Tender (BAFO), EMR reserves the right to conduct a final interview or clarification stage. This will be strictly utilised to clarify ambiguities or verify submitted data in accordance with PA23 transparency principles Important information in regard to the lots Lots 1 and 3 form an alternative delivery model to Lot 2. The contracting authority intends to award either Lots 1 and 3, or Lot 2, The total estimated value stated in this notice represents the total contract value for the lots that can be won. For transparency purposes Lot 1 purchase of workwear estimated total contract value £430,000 Lot 2 Launder of workwear estimated total contract value £250,000 = £680,000 Lot 2 lease and launder of workwear estimated total contract value = £680,000

CPV: Coats · Jackets · Laundry-collection services · Occupational clothing · Polo shirts · T-shirts · Trousers · Waterproof clothing

Lots and requirements (3)Procurement structure

3 lots · all with a published value (£680,000 together) · same evaluation weights on every lot
Lot #1Purchase of workwearRenewal 3 yrsSMEPublished value£430,000

Lot 1 comprises the provision and supply of all workwear garments and associated items required by EMR in accordance with the requirements set out in this tender

Contract period: 11 Jan 2027 – 10 Jan 2030 (3 yrs) · up to 10 Jan 2031 with extensionsValue: £430,000 exc. VAT · £516,000 inc. VAT
Delivery: LondonEligibility: SME eligible
Extensions: The Authority reserves the right to purchase additional services of a similar nature during the contract term where operational requirements increase. Any additional purchases will be undertaken at the rates and terms established under the contract and will not exceed the overall approved contract value. The option may be exercised at any time during the contract period subject to budget availability and business need Lots 1 and 3 form an alternative delivery model to Lot 2. The Contracting Authority reserves the right to award either Lots 1 and 3, or Lot 2. These lots are mutually exclusive and will not be awarded concurrently · The initial contract term is 3 years with the option to extend for up to a further period of 12 months at the Authority's discretion. The extension option may be exercised subject to satisfactory supplier performance and ongoing business requirements.
18110000 Occupational clothing18221000 Waterproof clothing18223200 Jackets18234000 Trousers18331000 T-shirts18333000 Polo shirts
Lot #2Lease and launder of workwearRenewal 3 yrsSMEPublished value£1

Lot 2 ESTIMATED TOTAL CONTRACT VALUE, if awarded, is £680,000.

Lots 1 and 3 form an alternative delivery model to Lot 2. The Contracting Authority reserves the right to award either Lots 1 and 3, or Lot 2. These lots are mutually exclusive and will not be awarded concurrently.

Lot 2 consists of the provision of a fully managed workwear service, including the leasing of workwear garments and the provision of laundry services for the duration of the agreement.

Contract period: 11 Jan 2027 – 10 Jan 2030 (3 yrs) · up to 10 Jan 2031 with extensionsValue: £1 exc. VAT · £1 inc. VAT
Delivery: LondonEligibility: SME eligible
Extensions: The Authority reserves the right to purchase additional services of a similar nature during the contract term where operational requirements increase. Any additional purchases will be undertaken at the rates and terms established under the contract and will not exceed the overall approved contract value. The option may be exercised at any time during the contract period subject to budget availability and business need Lots 1 and 3 form an alternative delivery model to Lot 2. The Contracting Authority reserves the right to award either Lots 1 and 3, or Lot 2. These lots are mutually exclusive and will not be awarded concurrently · The initial contract term is 3 years with the option to extend for up to a further period of 12 months at the Authority's discretion. The extension option may be exercised subject to satisfactory supplier performance and ongoing business requirements.
18110000 Occupational clothing18210000 Coats18221000 Waterproof clothing18223200 Jackets18234000 Trousers18331000 T-shirts
Lot #3Laundry servicesRenewal 3 yrsSMEPublished value£249,999

Lot 3 relates to the provision of laundry, repair, and garment maintenance services for Fleet Department workwear

Contract period: 11 Jan 2027 – 10 Jan 2030 (3 yrs) · up to 10 Jan 2031 with extensionsValue: £249,999 exc. VAT · £299,999 inc. VAT
Delivery: LondonEligibility: SME eligible
Extensions: The Authority reserves the right to purchase additional services of a similar nature during the contract term where operational requirements increase. Any additional purchases will be undertaken at the rates and terms established under the contract and will not exceed the overall approved contract value. The option may be exercised at any time during the contract period subject to budget availability and business need Lots 1 and 3 form an alternative delivery model to Lot 2. The Contracting Authority reserves the right to award either Lots 1 and 3, or Lot 2. These lots are mutually exclusive and will not be awarded concurrently · The initial contract term is 3 years with the option to extend for up to a further period of 12 months at the Authority's discretion. The extension option may be exercised subject to satisfactory supplier performance and ongoing business requirements.
98311000 Laundry-collection services

What it takes to win
i

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 more
How bids were scored · same split on all 3 lots
Quality: 60%Price: 30%Environmental: 10%
Published sub-criteria (6)
  • Quality: 35%
  • Presentation ITT Stage 2: 5%
  • Trial's of workwear: 10%
  • Reporting SLA's: 10%
  • Price: 30%
  • Enviromental and sustainability: 10%
Published award criteria (6)
  • Price
  • Quality
  • Presentation ITT Stage 2: EMR request that suppliers who progress to stage 2 of the ITT process, prepare a presentation that will demonstrate the quality and suitability of the product and/or service
  • Trial's of workwear: EMR requests that suppliers who progress to stage 2 of the ITT process provide samples demonstrating capability with the specification.
  • Enviromental and sustainability
  • Reporting SLA's
Lot distribution rule: This tender is split into Lots to enable EMR to pursue the most advantageous tender. EMR reserves the right to award either Lot 1 & 3 or Lot 2 (on its own) and is not committed to awarding any or all lots.
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 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
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
8 May 2026, 10:27 BST
Last source update
15 Jul 2026, 13:20 BST
Award evaluation window
Submission end – 17 Dec 2026
Authority reference
EMR/NK/45
FTS notice number
2026/S 000-066767
Latest notice
Tender notice (UK4)
Classification (CPV)
CoatsJacketsLaundry-collection servicesOccupational clothingPolo shirtsT-shirtsTrousersWaterproof clothing
Delivery area
North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
+1 moreSouth West (UKK)
Official registry OCID
ocds-h6vhtk-069447 Find a Tender
How it runs

Stage 1: Procurement Specific Questionnaire (PSQ)

Any Tenderer receiving a "Fail" on a Condition of Participation, or achieving a score of below 3 on any scored capability question, will fail the Pre-Qualification Quality Threshold and will not be shortlisted for the Invitation to Tender (ITT) Stage 1.

Stage 2: Initial Tender (ITT Stage 1)

This stage will be scored against an available weighting of 85% of the total evaluation marks. These initial Tenders will form the baseline for subsequent stages. Upon completion of the consensus evaluation, the top 5 highest-scoring Tenderers who have met the minimum quality threshold will be shortlisted and invited to participate in ITT Stage 2.

Stage 3: Interactive Presentation & Negotiation (ITT Stage 2)

The 5 highest scoring, shortlisted Tenderers from Stage 2 (ITT Stage 1) will be invited to participate in an interactive Stage 3 (ITT Stage 2)

Stage 4: Final Revised Tender (BAFO Submission Stage)

The 2 highest-scoring Tenderers following the conclusion of ITT Stage 2 will be formally invited to submit a Final Revised Tender via a formal Best and Final Offer (BAFO) submission stage

Stage 5: Post-Tender Clarification Gate

Following the submission of the Final Revised Tender (BAFO), EMR reserves the right to conduct a final interview or clarification stage. This will be strictly utilised to clarify ambiguities or verify submitted data in accordance with PA23 transparency principles

Important information in regard to the lots

Lots 1 and 3 form an alternative delivery model to Lot 2. The contracting authority intends to award either Lots 1 and 3, or Lot 2,

The total estimated value stated in this notice represents the total contract value for the lots that can be won. For transparency purposes

Lot 1 purchase of workwear estimated total contract value £430,000

Lot 2 Launder of workwear estimated total contract value £250,000

= £680,000

Lot 2 lease and launder of workwear estimated total contract value = £680,000

How it was run

Official notice
Run through: portal not identified
Electronic submission allowedLanguage: EN
Requests to participate (first stage)
10 Aug 2026, 23:59 BST
Submission deadline
10 Aug 2026, 23:59 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

eastmidlandsrailway.medius-s2c.com/S2C/DisplayModules/T… ↗

The link above will register you're expression of interest. Once registered, an additional link will be provided which will take you the the Procurement Specific Questionnaire (PSQ)

Timeline

8 May 2026 → 11 Jan 2027 · 7 dates
  1. Planning notice published166 days ago
    8 May 2026, 10:27 BST
  2. Market engagement152 days ago
    21 May 2026, 23:59 BST

    Interested parties are requested to complete the questionnaire available on the portal

    eastmidlandsrailway.medius-s2c.com/S2C/DisplayModules/T… ↗

  3. Tender notice published98 days ago
    15 Jul 2026, 13:20 BST
  4. Next notice expected85 days ago
    27 Jul 2026, 23:59 BST
  5. Submission deadline71 days ago
    10 Aug 2026, 23:59 BST
  6. Today
    21 Oct 2026
  7. Award decision expected byin 58 days
    17 Dec 2026, 23:59 GMT
  8. Contract startsin 82 days
    11 Jan 2027

Notice history

6 events · 3 releases on Find a Tender · since 8 May 2026
  1. Preliminary market engagement notice published
    8 May 2026, 10:27 BST
    UK2
  2. Preliminary market engagement notice published
    8 May 2026, 10:36 BST
    UK2
  3. Tender notice published
    15 Jul 2026, 13:20 BST
    UK4
  4. Published value published: £680,000
    15 Jul 2026, 13:20 BST
  5. Status changed to active
    15 Jul 2026, 13:20 BST
  6. Procurement method changed
    15 Jul 2026, 13:20 BST
Published amendments (1)

East Midlands Railway - Hi-visibility Work wear

Contracting authority & participating public bodies

TRANSPORT UK EAST MIDLANDS LIMITED

Contracting authorityPrivate utility GB-COH: 09860485 · GB-PPON: PYJP-8287-BJGL 2nd Floor St Andrew's House, London, London, EC4A 3AGContact name, email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure