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Published 27 Oct 2025, 11:11 GMT

Official UK procurement notice

Replacement Home to School Transport (HTST) Management System

Official notice

Authority: West Berkshire Council (Local council)

ServicesCompetitive flexible procedureAbove thresholdSME suitableVCSE suitable
Sectors: Software Packages & ERP (48)Transport & Passenger Services (60) Delivery: Delivery location not published
Published estimate £190,000≈ £27k / year · £228,000 inc. VAT · 1 value update
Submissions closed 10 Sept 2025
Next notice expected 13 May 2025
Contract term 7 yrsup to 10 yrs with extensions · starts 26 Jan 2026

What is being bought

Published requirement description

The Transport Services team are looking to procure a database system which supports all route requirements for the management of social care and home to school transport (client transport).

  • How the procedure runs: West Berkshire Council is undertaking a procurement under the competitive flexible procedure under the Procurement Act 2023 for a replacement of our Home to School Transport (HTST) management software. The evaluation and scoring process will include a demonstration stage for the top five highest-scoring suppliers on the assessment more…questions and pricing, provided they also meet all essential criteria outlined in the technical specification.

CPV: Industry specific software package · Passenger information system · Public road transport services · Road transport services · Software package and information systems · Transport services (excl. Waste transport)

The lotProcurement structure

single lot · value published
Lot #1Lot 0001AwardedRenewal 7 yrsSMEVCSEPublished valueAED 190,000
Contract period: 26 Jan 2026 — 25 Jan 2033 (7 yrs) · up to 10 yrs with extensionsEligibility: SME eligibleVCSE eligible
Value
AED 190,000 exc. VAT · AED 228,000 inc. VAT
Extensions
Initial term of 7 years with an extension option of 3years
48000000 Software package and information systems48100000 Industry specific software package48813000 Passenger information system60000000 Transport services (excl. Waste transport)60100000 Road transport services60112000 Public road transport services

What it takes to win

Evaluation split and conditions of participation as published — the tender pack may add more
How bids were scored
Quality: 120Price: 60Social value: 20
Published sub-criteria (8)
  • Assessment Questions — 40
  • Demonstration — 20
  • Assessment Questions — 40
  • Demonstration — 20
  • Pricing Schedule — 30
  • Pricing Schedule — 30
  • Social Value — 10
  • Social Value — 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
Cancelled
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
No (one-off requirement)
First published
27 Oct 2025, 11:11 GMT
Last source update
27 Oct 2025, 11:11 GMT
Award evaluation window
Submission end — 20 Nov 2025, 23:59 GMT
Authority reference
P00001577
Latest notice
Procurement termination notice (UK12)
Classification (CPV)
Industry specific software packagePassenger information systemPublic road transport servicesRoad transport servicesSoftware package and information systemsTransport services (excl. Waste transport)
Delivery area
Not published
Official registry OCID
ocds-h6vhtk-05030b Find a Tender
How it runs
West Berkshire Council is undertaking a procurement under the competitive flexible procedure under the Procurement Act 2023 for a replacement of our Home to School Transport (HTST) management software. The evaluation and scoring process will include a demonstration stage for the top five highest-scoring suppliers on the assessment questions and pricing, provided they also meet all essential criteria outlined in the technical specification.

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Submission deadline
10 Sept 2025, 15:00 BST
Clarification deadline
1 Sept 2025, 15:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release
in-tendhost.co.uk/westberks/aspx/Home ↗

Timeline

9 published dates · Europe/London
  1. Planning notice published
    15 Apr 2025, 11:13 BST
  2. Next notice expected
    13 May 2025, 00:59 BST
  3. Market engagement
    13 May 2025, 00:59 BSTIf you are interested, please register your details to receive the tender pack at West Berkshire Electronic Tendering Site - in-tendhost.co.uk/westberks/aspx/Home ↗
  4. Tender notice published
    7 Jul 2025, 15:03 BST
  5. Clarification questions by385 days ago
    1 Sept 2025, 15:00 BST
  6. Submission deadline376 days ago
    10 Sept 2025, 15:00 BST
  7. Latest notice published329 days ago
    27 Oct 2025, 11:11 GMT
  8. Award decision expected by305 days ago
    20 Nov 2025, 23:59 GMT
  9. Contract starts239 days ago
    26 Jan 2026, 00:00 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics — not a forecast
Awards 1
Contracts signed 1
Awarded toValueDateStatus
supplier not published—27 Oct 2025CancelledIn line with section 19(2) of the Procurement Act 2023 and following evaluation of the tenders received, all tenders received were unsuitable, West Berkshire Council has decided to terminate the current procurement process and will not be proceeding to the next stage. In particular, the proposed solutions did not meet one or more essential requirements or the total cost exceeded the available budget.

Contracts

  • Contract 1 · supplier not published

    Signed
    date not published
    Value
    —
    Status
    cancelled

Notice history

12 events · 4 releases on Find a Tender · since 15 Apr 2025
  1. Procurement termination notice published
    27 Oct 2025, 11:11 GMTUK12
  2. Published value updated
    27 Oct 2025, 11:11 GMTwas £190,000
  3. Status changed to complete
    27 Oct 2025, 11:11 GMT
  4. Procurement method changed
    27 Oct 2025, 11:11 GMT
  5. Deadline withdrawn
    27 Oct 2025, 11:11 GMT
  6. Buyer details updated
    27 Oct 2025, 11:11 GMT
  7. Tender notice published
    7 Jul 2025, 15:03 BSTUK4
  8. Status changed to active
    7 Jul 2025, 15:03 BST
  9. Procurement method changed
    7 Jul 2025, 15:03 BST
  10. Deadline published: 10 Sept 2025, 15:00 BST
    7 Jul 2025, 15:03 BST
  11. Preliminary market engagement notice published
    1 May 2025, 14:54 BSTUK2
  12. Preliminary market engagement notice published
    15 Apr 2025, 11:13 BSTUK2
Published amendments (1)

Please make sure to register on the portal if you are interested in this opportunity. https://in-tendhost.co.uk/westberks/aspx/Home

Routine re-releases (4)
  • 2025-04: 1 release · 15 Apr 2025

Contracting authority & participating public bodies

West Berkshire Council

Contracting authorityPublic authority - sub-central government GB-PPON: PTXJ-8922-CMNQ Market Street, Newbury, South East, RG14 5LD [email protected]

Official documents & specifications (6)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specificationstenderBidding documents and specificationsAccess: All supporting tender documentation will be uploaded on the E-Tendering portal https://in-tendhost.co.uk/westberks/aspx/Home
  • Conflict of interest declarationtenderConflict of interest declarationNot published

Notices published for this procedure