Official UK procurement notice
HMRC Customer Relationship Management
Authority: HM Revenue & Customs (Central government)·On behalf of: BARINGA PARTNERS LLP
What is being bought
Published requirement descriptionAs part of the Authority's Enterprise Customer Relationship Management Programme, it is seeking a supplier to provide Software as a Service Customer Relationship Management. There will likely be future procurements for an Intelligent Client Function, System and Service integrators and supplementary software capabilities.
The requirement for this procurement covers the following capabilities:
- Marketing & Campaign Management
- Customer Management
- Case Management
- Interaction, Channel and Messaging Management
- AI
- Insights
- Reporting & Intelligence
- Customer Experience (Customer Portal and App)
- Identity, Verification & Authentication
- Secure Digital Exchange Communications (SDEC)
- Fraud
- Data & Integration Management
- Operational Management
- Knowledge Management
- Non-Compliance Management
Certain capabilities are required to be delivered on a First Party basis, specific details are provided within the CoP document.
Suppliers are also expected to provide an element of professional services to support implementation.
- Not divided into lots: Buying multiple different products for different capabilities would likely introduce integration risks, increasing complexity and reducing value for money.
- How the procedure runs: The Authority will procure its Customer Relationship Management opportunity as a Competitive Flexible Procedure (CFP) as set out in the Procurement Act 2023. The estimated total contract value over the maximum term is £2bn. This figure is an estimate and may not reflect actual spend, which will be predicated on programme delivery. Detail of the Competitive Flexible process for the procurement is set out below: The initial stage that will be open to all interested parties is the Conditions of Participation, which will be looking to assess bidders on their technical and economic ability to deliver the contract. The Conditions of Participation will include a scored procurement specific questionnaire and those bidders which can successfully demonstrate the necessary capability will be selected to be taken forward to the next stage. The Invitation to Submit Initial Tender (ITSIT) will assess bidders on a range of key award criteria including, but not limited to, functional and non-functional requirements, innovation, social value, price, terms and conditions and product demonstrations. The Authority may choose to utilise product demonstrations as part of the evaluation at this stage with further detail as to how product demos will be scored and evaluated will be communicated as part of the published ITSIT documentation. Only those bidders which meet the required threshold at initial tender stage shall be put forward to the negotiation phase. Full details of the required threshold will be provided with the tender documents when issued at ITSIT which will set out clear and unambiguous evaluation methodology including pass/fail and scored criteria, minimum score requirements and so on. The negotiations will enable the Authority to clarify and improve the tenders submitted at ITSIT stage. The process will also enable bidders to develop a more detailed understanding of the Authority's requirements. As part of the final stage, the Invitation to Submit Final Tender (ITSFT), bidders will have an opportunity to amend their bid based on the output of negotiations and the feedback provided from the ITSIT. The winning bidder from the ITSFT will be the Authorities preferred bidder, and will be awarded the contract, subject to agreement upon contract terms and the completion of any further due diligence which is deemed necessary. The Authority reserves the right to refine the Award Criteria of the CFP in accordance with Section 24 of the Act. The Authority also reserves the right to modify the CFP in accordance with Section 31 of the Act.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£2,000,000,000
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).
- Quality: Quality, including but not limited to the ability to meet functional and non-functional requirements, qualitative questions, and product demonstrations shall be weighted at 90%.
- Social Value: Social Value shall be weighted at 10%.
- Price: Price will be evaluated on a price per quality point (PQP) basis.
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, CPTPP)
- Recurring procurement
- Unspecified in notice
- First published
- 22 Apr 2025, 10:23 BST
- Last source update
- 18 Jul 2025, 12:59 BST
- Award evaluation window
- Submission end – 1 May 2026
- FTS notice number
2025/S 000-041282- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-050568Find a Tender
- How it runs
The Authority will procure its Customer Relationship Management opportunity as a Competitive Flexible Procedure (CFP) as set out in the Procurement Act 2023.
The estimated total contract value over the maximum term is £2bn. This figure is an estimate and may not reflect actual spend, which will be predicated on programme delivery.
Detail of the Competitive Flexible process for the procurement is set out below:
The initial stage that will be open to all interested parties is the Conditions of Participation, which will be looking to assess bidders on their technical and economic ability to deliver the contract. The Conditions of Participation will include a scored procurement specific questionnaire and those bidders which can successfully demonstrate the necessary capability will be selected to be taken forward to the next stage.
The Invitation to Submit Initial Tender (ITSIT) will assess bidders on a range of key award criteria including, but not limited to, functional and non-functional requirements, innovation, social value, price, terms and conditions and product demonstrations.
The Authority may choose to utilise product demonstrations as part of the evaluation at this stage with further detail as to how product demos will be scored and evaluated will be communicated as part of the published ITSIT documentation.
Only those bidders which meet the required threshold at initial tender stage shall be put forward to the negotiation phase. Full details of the required threshold will be provided with the tender documents when issued at ITSIT which will set out clear and unambiguous evaluation methodology including pass/fail and scored criteria, minimum score requirements and so on.
The negotiations will enable the Authority to clarify and improve the tenders submitted at ITSIT stage. The process will also enable bidders to develop a more detailed understanding of the Authority's requirements.
As part of the final stage, the Invitation to Submit Final Tender (ITSFT), bidders will have an opportunity to amend their bid based on the output of negotiations and the feedback provided from the ITSIT. The winning bidder from the ITSFT will be the Authorities preferred bidder, and will be awarded the contract, subject to agreement upon contract terms and the completion of any further due diligence which is deemed necessary.
The Authority reserves the right to refine the Award Criteria of the CFP in accordance with Section 24 of the Act.
The Authority also reserves the right to modify the CFP in accordance with Section 31 of the Act.
- Risks
The Authority considers the following to be future risks to contract performance:
Material infrastructure and/or hosting changes, resulting in a change to a hosting location which is not permitted by the Authority or not covered by any offshoring agreement agreed as part of the contract.
A situation wherein the bidder is subject to a merger or acquisition which results in a material change to the approach to contract delivery, for example the resulting organisation no longer suits the Authority's ongoing or future needs or places too much risk on the Authority's existing agreements.
Due to the longer-term nature of the contract and the speed of development and change in this sector, there is a potential risk that the scope of the requirements stated in the contract are not broad enough to have captured any and all future developments and innovations and as such there may be a need to modify the contract in future to ensure that these developments are made available to the Authority as the contract progresses or the Authority risks tie-in to legacy software that will cease to deliver the expected benefit of this procurement, particularly in cases where such software may no longer be supported which would prevent the bidder from being able to perform its obligations under contract.
How it was run
Official notice- Requests to participate (first stage)
- 13 Aug 2025, 12:00 BST
- Submission deadline
- 8 Aug 2025, 23:59 BST
- Clarification deadline
- 31 Jul 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Supplier's who wish to participate must follow the steps below in order to access the CRM event in the Authority's instance of SAP Ariba, where supplier's will be able to view the tender documentation and respond to the Authority. Those suppliers who have already provided their details to express an interest in this opportunity through the Planned Procurement Notice do not need to re-register their interest. Those who have participated in the market engagement activity but not explicitly re-registered their interest do need to re-provide their Ariba details.
Registering on Ariba:
STEP 1
To register for an Ariba account please follow the link below in full. Please note that to access the Authority's instance of Ariba for the first time you must enter via the below link regardless of whether you have an existing account for the wider Ariba procurement network.
hmrc.sourcing-eu.ariba.com/ad/selfRegistration ↗
Please Note: For those Suppliers who are already registered, please skip STEP 1 and go straight to STEP 4.
STEP 2
If your organisation does not have an existing account on the wider Ariba supplier network, fill out all mandatory fields on the form including 'Company Information' and 'User Account Information' and select 'Register' (marked in red). If your organisation already has an existing account on the wider Ariba supplier network. Select 'Login' (marked in blue) to enter your credentials and submit your organisation for Authority approval.
STEP 3
This step assumes that a supplier is new to the wider Ariba supplier network and is setting up an account for the first time. If you have followed the process for an organisation with an account on the wider Ariba supplier network, please skip to Step 4. After submitting your details on the landing page, you will be redirected to a second page asking you to confirm your email address. The system will send an auto-generated email to the email address you registered the account with. To move to the next step of the process please follow the 'Click here to activate your Ariba account' link in the email.
STEP 4
Following the email link in STEP 3 redirects you to the Authority's instance of Ariba where you will be asked to provide further profile information as part of our Supplier Profile Questionnaire. You must complete and submit this information in order to participate in procurement 'events'. Following the verification link will also submit your profile for approval. Your account will only be fully activated once approval from the Ariba Systems Team has been received.
STEP 5
Completing and submitting your company profile will send your account for approval. Once your account has been verified and approved by this team you will receive an email as below. In the event of your account not being approved a member of the team will contact you stating why this is the case. The most common reason usually being that your organisation has an existing account on the Authority's instance of Ariba.
STEP 6
The registration process is now complete. Following the link to proposals.seller.ariba.com ↗ will allow you to log into your account as below. Entering your login details on this page will take you directly through to your Ariba Commerce Cloud dashboard. It is on this page that events which you have been granted access to will appear.
STEP 7
In order to gain access to an e-Sourcing 'event' that you have seen advertised in Find a Tender Service or on Contracts Finder you must have successfully registered for an account. If you have an account on the wider Ariba supplier network this will not be sufficient to access the Authority's procurement 'events' and you will need to follow the process detailed earlier in this pack - 'How to Register'. When you have successfully registered and been approved on the Authority's instance of Ariba you will be sent an automatically generated system ID via an email like the below. This number will begin 'AN...' and is required in order for the Authority's Commercial Officers to be able to add you to e-Sourcing procurement events.
STEP 8
Details of the Commercial Officer running the procurement exercise can be found in the 'About the Buyer' section of Find a Tender Service and Contracts Finder. This area provides the Officer's name and contact details. Should you wish to access the event please email the buyer in question at the email address stated on the notice detailing the following information quoting the title of the 'event' that you would like to access:
- Your ANID
- Your name
- Your organisation's name
- Your contact details
The Commercial Officer will then be able to grant you access to the 'event' including full tender documentation and supporting documents.
Timeline
22 Apr 2025 → 1 May 2026 · 9 dates- Planning notice published22 Apr 2025, 10:23 BST
- Market engagement16 Jun 2025, 23:59 BST
In early April, HMRC undertook informal market engagement to explore the core CRM capabilities in the market. This exercise helped the department consider what capabilities are standard in the market and what supplementary lots were likely to be needed to ensure effective competition in a fair and transparent manner.
The next step in the market engagement will be a virtual initial supplier briefing session on 6th May to allow HMRC to provide a high-level view on the vision, requirements, and procurement approach. A further session will take place on 13th May where HMRC will go into the requirements in a greater level of detail. To receive the invitation to these events, suppliers will need to be registered on the HMRC instance of SAP Ariba and provide the details of their account to HMRC. Upon the provision of these details, HMRC will invite the supplier to the event on Ariba to provide details of those who will be attending the virtual session. As part of this activity, a Non-Disclosure Agreement (NDA) will need to be signed by suppliers in order to attend the briefing session.
After this briefing session, all suppliers will have the opportunity to provide feedback on the content covered at the briefing session via the SAP Ariba event.
HMRC also intend to share core tender and contractual documentation for feedback through the messaging portal in the Ariba event in the coming weeks. The deadline for feedback for these document drops will be set out when the documents are shared.
Registration on HMRC's instance of SAP Ariba:
If you are not already registered, the registration link is: hmrc.sourcing-eu.ariba.com/ad/selfRegistration ↗
As part of the registration process you will receive a system generated email asking you to activate your SAP Ariba supplier account by verifying your email address. Once you have completed the activation process you will receive a further email by return confirming the 'registration process is now complete' and providing you with 'your organisation's account ID' number. If an email response from HMRC is not received within one working day of your request, please re-contact [email protected] (after first checking your spam in-box) notifying non-receipt and confirming when your registration request was first made.
Once you have obtained 'your organization's account ID' number, please email [email protected] and copy in [email protected] with your:
- Your organisation's HMRC SAP Ariba account ID
- Your organisation name
- Your name
- Your email address
- Your telephone number.
Once you have complied with the foregoing you will receive an e-mail confirming access to the e-sourcing event. Further information about HMRC's procurement tool SAP Ariba, a Suppliers Guide and general information about supplying to HMRC is available on the HMRC website: www.hmrc.gov.uk/about/supplying.htm ↗
If you have already registered on SAP Ariba then you may also need to re-register on HMRC's SAP Ariba in order to be added to the event.
- Next notice expected14 Jul 2025, 23:59 BST
- Tender notice published18 Jul 2025, 12:59 BST
- Clarification questions by31 Jul 2025, 12:00 BST
- Submission deadline8 Aug 2025, 23:59 BST
- Expressions of interest by13 Aug 2025, 12:00 BST
- Contract starts177 days ago1 May 2026, 00:00 BST
- Award decision expected by176 days ago1 May 2026, 23:59 BST
Notice history
13 events · 6 releases on Find a Tender · since 22 Apr 2025- Preliminary market engagement notice published22 Apr 2025, 10:23 BSTUK2
- Preliminary market engagement notice published29 Apr 2025, 08:56 BSTUK2
- Preliminary market engagement notice published2 Jun 2025, 16:37 BSTUK2
- Planned procurement notice published2 Jul 2025, 14:22 BSTUK3
- Published value updated to £2,000,000,0002 Jul 2025, 14:22 BSTwas £1,000,000,000
- Status changed to planned2 Jul 2025, 14:22 BST
- Procurement method changed2 Jul 2025, 14:22 BST
- Deadline published: 1 Aug 2025, 23:59 BST2 Jul 2025, 14:22 BST
- Planned procurement notice published8 Jul 2025, 10:24 BSTUK3
- Deadline moved to 8 Aug 2025, 23:59 BST8 Jul 2025, 10:24 BST+7 days · was 1 Aug 2025, 23:59 BST
- Tender notice published18 Jul 2025, 12:59 BSTUK4
- Status changed to active18 Jul 2025, 12:59 BST
- Procurement method changed18 Jul 2025, 12:59 BST
Published amendments (1)
Changed to reflect the new market briefing session dates.
Routine re-releases (6)
- 2025-06: 1 release · 2 Jun 2025
- 2025-04: 2 releases · 22 Apr 2025, 29 Apr 2025
Contracting authority & participating public bodies
3 public bodies on the noticeOther public bodies
- BARINGA PARTNERS LLPProcuring entitySupporting HMRC Commercial to deliver the end-to-end procurement.
- Cabinet OfficeProcuring entityComplex Transactions Team supporting the HMRC Commercial team, primarily around evaluation and negotiation strategy and delivery.
Official documents & specifications (9)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender