Official UK procurement notice
Visitor Information System — UK public procurement notice
Authority: Corporate Officer of the House of Commons (Central government)·Consortium: 2 public authorities
Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: UKLondon (UKI)
Published estimate£5,000,000≈ £1.0m / year · £6,000,000 inc. VAT · 1 value update
Submissions closed 1 Sept 2025
Next notice expected 1 Sept 2025
Contract term 5 yrsup to 7 yrs with extensions · starts 9 Feb 2026
What is being bought
Published requirement descriptionThis contract is for the provision of a Commercial Off The Shelf (COTS) solution that enables the capture and recording of visitor information onto the Parliamentary estate. This contract will be for a 5-year initial term with up to 2-years extension options, in the format of 1+1.
How the procedure runs: The Corporate Officer of the House of Commons and the Corporate Officer of the House of Lords (acting jointly) invite interested suppliers to submit a request to participate in the tender for a Commercial Off The Shelf (COTS) solution that enables the capture and recording of visitor information onto the Parliamentary estate, more…
termed a Visitor Information System (VIS) internally. This procurement is being conducted in accordance with s.20 Procurement Act 2023 (“PA 2023”) using the Competitive Flexible Procedure. The first stage of the procurement is to conduct a shortlist evaluation against a set of mandatory criteria and previous technical experience. Following this evaluation, the top 3 scoring Bidders will be invited to submit a full written tender response, and participate in a scored product demonstration. Further details of the procurement process can be found in the Authority's Invitation to Tender document. In order to assist Bidders in navigating through the tender documentation and understanding the project context, the Authority is holding a virtual supplier event on Thursday 7th August. To register your interest in this event, please navigate to the Authority's eSourcing Portal, and send a message via the Portal with the names and contact details of your attendees. A set of tender documents have been provided to support Bidder's PSQ responses, including the Authority's Conditions of Participation. These can be found in the Authority's eSourcing portal using this URL: https://atamis-ukparliament.my.site.com/s/Welcome Tender documents shared at the second stage of the process will only be shared subject to a Non-Disclosure agreement being signed by the shortlisted Bidders.
CPV: Programming services of packaged software products · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1Lot 1CancelledRenewalPublished value£5,000,000
- Value
- £5,000,000 exc. VAT · £6,000,000 inc. VAT
- Extensions
The Authority may modify the scope and nature of this Contract by either changing, removing, and/or adding additional premises, venues and/or locations. The Authority may modify the scope and nature of this Contract by purchasing Hardware (in respect of printing wearable identifiers and/or Hardware that will be used for the purpose of checking visitors in and out of the Parliamentary Estate) in the event that the more…
Authority (in its complete discretion) makes a decision that Hardware is required to assist the Authority with either visitor and/or security management. The Authority may require the supplier to assist the Authority with any projects and/or works that relate to the integration, configuration and/or customisation of the Deliverables. · Up to 2 Years
48000000 Software package and information systems72210000 Programming services of packaged software products
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).
How bids were scored
Published sub-criteria (4)
- Written Tender Responses — 50%
- Demonstration — 10%
- Commercial Proposal — 30%
- Social Value — 10%
Conditions of participation2
- Economic & financial standingDetails of the legal and financial capacity requirements are included within the Authority's Procurement Specific Questionnaire (PSQ).
- Technical & professional abilityDetails of the technical ability conditions are included within the Authority's Procurement Specific Questionnaire (PSQ).
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
- 22 Dec 2025, 09:27 GMT
- Last source update
- 22 Dec 2025, 09:27 GMT
- Award evaluation window
- Submission end — 12 Jan 2026, 23:59 GMT
- Authority reference
PI1301712- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05213cFind a Tender- Contract terms summary
- The cost model is split into 4 parts: 1. Implementation charges (Milestone Payments) 2. Support & Maintenance (Fixed Monthly Service Charge) 3. Licencing (Volume Based Pricing) 4. Rate Card (Time & Materials) Further details on the pricing and associated payment terms can be found in the Authority's tender documentation.
- How it runs
The Corporate Officer of the House of Commons and the Corporate Officer of the House of Lords (acting jointly) invite interested suppliers to submit a request to participate in the tender for a Commercial Off The Shelf (COTS) solution that enables the capture and recording of visitor information onto the Parliamentary estate, termed a Visitor Information System (VIS) internally. This procurement is being more…
conducted in accordance with s.20 Procurement Act 2023 (“PA 2023”) using the Competitive Flexible Procedure. The first stage of the procurement is to conduct a shortlist evaluation against a set of mandatory criteria and previous technical experience. Following this evaluation, the top 3 scoring Bidders will be invited to submit a full written tender response, and participate in a scored product demonstration. Further details of the procurement process can be found in the Authority's Invitation to Tender document. In order to assist Bidders in navigating through the tender documentation and understanding the project context, the Authority is holding a virtual supplier event on Thursday 7th August. To register your interest in this event, please navigate to the Authority's eSourcing Portal, and send a message via the Portal with the names and contact details of your attendees. A set of tender documents have been provided to support Bidder's PSQ responses, including the Authority's Conditions of Participation. These can be found in the Authority's eSourcing portal using this URL: https://atamis-ukparliament.my.site.com/s/Welcome Tender documents shared at the second stage of the process will only be shared subject to a Non-Disclosure agreement being signed by the shortlisted Bidders.
How it was run
Official noticeRun through: Atamis (Health Family) · Who buys & how to bid on Atamis
Access & registration note: Free · one account PER buying organisation portal · password resets come "from Salesforce.com" (check spam)
- Expression of interest (EOI)
- 1 Sept 2025, 12:00 BST
- Submission deadline
- 1 Sept 2025, 12:00 BST
- Clarification deadline
- 1 Sept 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Detailed submission instructions & authority contactsFrom official release
atamis-ukparliament.my.site.com/s/Welcome ↗ Bidders should access the tender documentation via the Authority's eSourcing Portal (above). For any access issues, please contact [email protected]
Timeline
9 published dates · Europe/London- Planning notice published23 May 2025, 10:50 BST
- Tender notice published24 Jul 2025, 15:43 BST
- Clarification questions by387 days ago1 Sept 2025, 12:00 BST
- Expressions of interest by387 days ago1 Sept 2025, 12:00 BST
- Submission deadline387 days ago1 Sept 2025, 12:00 BST
- Next notice expected386 days ago1 Sept 2025, 23:59 BST
- Latest notice published275 days ago22 Dec 2025, 09:27 GMT
- Award decision expected by253 days ago12 Jan 2026, 23:59 GMT
- Contract starts226 days ago9 Feb 2026, 00:00 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics — not a forecastAwards 1
| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 11 Dec 2025 | CancelledThe Contracting Authority has made the decision to terminate this procurement on the grounds of insufficient competition due to the fact that we only had one compliant bid for Stage 2 of this procurement. |
Notice history
10 events · 4 releases on Find a Tender · since 23 May 2025- Procurement termination notice published22 Dec 2025, 09:27 GMTUK12
- Published value updated22 Dec 2025, 09:27 GMTwas £5,000,000
- Status changed to cancelled22 Dec 2025, 09:27 GMT
- Procurement method changed22 Dec 2025, 09:27 GMT
- Buyer details updated22 Dec 2025, 09:27 GMT
- Tender notice published19 Aug 2025, 12:06 BSTUK4
- Tender notice published24 Jul 2025, 15:43 BSTUK4
- Status changed to active24 Jul 2025, 15:43 BST
- Procurement method changed24 Jul 2025, 15:43 BST
- Pipeline notice published23 May 2025, 10:50 BSTUK1
Published amendments (1)
Amended to direct prospective Bidders to the tender documentation where the Conditions of Participation can be found.
Routine re-releases (4)
- 2025-05: 1 release · 23 May 2025
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Corporate Officer of the House of LordsContracting authorityPublic authority - central government
Official documents & specifications (5)
Official links; attachments are not copiedTender pack and attachments
- Conflict of interest declarationNot published
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender