Official UK procurement notice
WAR - Digital Strategic Solutions Delivery Partner
Authority: Warwickshire County Council (Local council)
What is being bought
Published requirement descriptionWarwickshire County Council (the Council) is seeking to procure a delivery partner to implement a suite of core, council-wide artificial intelligence (AI) and automation solutions, in line with our "Digital Strategic Solutions" model. The partner will implement a mechanism by which WCC Clients can access specific tools via WCC's intranet site or other central repository/ hub providing controlled access to AI tools across our services, focusing initially on transcription, automated document generation and report writing, language interpretation and translation, and AI-enabled digital assistant solutions such as chatbots.
We are seeking a 2-year contract. The engagement must comply with UK GDPR and all relevant laws and align with the UK Government's AI Playbook principles (e.g. transparency, accountability, fairness, safety, sustainability) for responsible AI use.
- How the procedure runs: The Procurement Process This procurement is being conducted using the Competitive Flexible Procedure (Procurement Act 2023). An outline of the procurement process is included below: Stage 1: Initial Written Submissions Bidders are required to complete and return their initial tender submissions. The initial submissions will be used for the down-selection of three bidders. Prior to Stage 2: Video Submission. IF invited to participate in Stage 2 - Bidders must provide a Sales Video of no more than 30-minutes of your 'proposed' solution - aligned to Appendix 5 by 18/06/2026 - CoP latest. Stage 2: Bid Optimisation/Dialogue/Pre-tender Negotiation Stage 2 - The deep-dive dialogue day is anticipated to take place between 23/06/2026 - 25/06/2026 (am or pm) on one of the days only. The three top scoring Bidders who are invited to participate in stage 2 (& have submitted a video) will be invited to take part in Deep Dive Dialogue / Presentation. Stage 3: Invitation to Submit Final Tenders (ITSFT) At the conclusion of stage 2, the three shortlisted bidders will be invited to submit a final tender submission. Evaluation of this stage will be weighted the same as Stage 1 - weighted 70% Quality (incl. SV) & 30% Price. A new Invitation to Tender document for this stage will be provided and Bidders will provide their final submission.
CPV: IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£2,000,000
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).
Published sub-criteria (8)
- Your Partnership Offer: 15%
- The Speech Transcription Solution: 9%
- The Document Generation & Report Writing Solution: 9%
- The Language Interpretation & Translation Solution: 9%
- Digital Assistants Solution: 9%
- Value-Add/Innovation: 9%
- Price: 30%
- Social Value: 10%
Published award criteria (8)
- Price
- Your Partnership Offer
- The Speech Transcription Solution
- The Document Generation & Report Writing Solution
- The Language Interpretation & Translation Solution
- Digital Assistants Solution
- Value-Add/Innovation
- Social Value
- 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
- 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
- 8 May 2026, 14:22 BST
- Last source update
- 28 Aug 2026, 15:20 BST
- Award evaluation window
- Submission end – 28 Jul 2026
- Authority reference
WAR - 0063- FTS notice number
2026/S 000-042559- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0694cdFind a Tender
- How it runs
The Procurement Process
This procurement is being conducted using the Competitive Flexible Procedure (Procurement Act 2023). An outline of the procurement process is included below:
Stage 1: Initial Written Submissions
Bidders are required to complete and return their initial tender submissions. The initial submissions will be used for the down-selection of three bidders.
Prior to Stage 2: Video Submission.
IF invited to participate in Stage 2 - Bidders must provide a Sales Video of no more than 30-minutes of your 'proposed' solution - aligned to Appendix 5 by 18/06/2026 - CoP latest.
Stage 2: Bid Optimisation/Dialogue/Pre-tender Negotiation
Stage 2 - The deep-dive dialogue day is anticipated to take place between 23/06/2026 - 25/06/2026 (am or pm) on one of the days only.
The three top scoring Bidders who are invited to participate in stage 2 (& have submitted a video) will be invited to take part in Deep Dive Dialogue / Presentation.
Stage 3: Invitation to Submit Final Tenders (ITSFT)
At the conclusion of stage 2, the three shortlisted bidders will be invited to submit a final tender submission. Evaluation of this stage will be weighted the same as Stage 1 - weighted 70% Quality (incl. SV) & 30% Price. A new Invitation to Tender document for this stage will be provided and Bidders will provide their final submission.
- Risks
Contract Risks
The satisfactory performance of the contract may be affected by external factors beyond the control of both the Council and the Supplier. In particular, changes arising from Local Government Reform (LGR), legislative developments, or other external influences may impact the delivery or scope of the contracted services. These risks, which cannot be fully mitigated within the terms of the contract at the time of award, include but are not limited to:
Evolving Council needs and funding changes
Changes in the Council's strategic priorities, operational requirements, or service delivery models.
Variations in budget allocations as a result of the Council's internal budget setting process.
The introduction or withdrawal of external funding streams which were unknown at the time of contract award, potentially affecting the volume, scope, or nature of the services to be delivered.
Legislative, structural and organisational changes
New legislation, statutory guidance, or national policy affecting the Council's operations or service responsibilities.
Structural changes within the Council as a result of LGR, including the novation of existing contracts to a new legal entity or the onboarding of other organisational entities within Warwickshire.
Variations in service demand or delivery resulting from wider reorganisation of local government services.
Technological advancements
The emergence of new or improved technologies that were not available or anticipated at the time of the contract award, which may present opportunities or adjustments in service delivery or system compatibility.
Tenderers are expected to demonstrate flexibility and a proactive approach in managing such changes, should they arise during the life of the contract. The Council will work collaboratively with the successful Supplier to manage any requirement adjustments in a fair and transparent manner, subject to legal and procurement constraints.
How it was run
Official notice- Submission deadline
- 3 Jun 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
You should submit your completed responses by uploading via our e-procurement portal.
The Tender documents are available for unrestricted and full direct access, free of charge:
Providers must register with the system to be able to participate and download the Tender documents. Warwickshire's e-portal web address is:
in-tendhost.co.uk/warwickshirecc/aspx/… ↗
If you have any questions regarding this Tender exercise, then please upload via the correspondence function on our portal in-tendhost.co.uk/warwickshirecc/aspx/… ↗
Timeline
8 May 2026 → 14 Sept 2026 · 6 dates- Tender notice published168 days ago8 May 2026, 14:22 BST
- Submission deadline142 days ago3 Jun 2026, 12:00 BST
- Award decision expected by87 days ago28 Jul 2026, 23:59 BST
- Assessment summaries sent57 days ago28 Aug 2026, 00:00 BST
- Latest notice published56 days ago28 Aug 2026, 15:20 BST
- Contract starts40 days ago14 Sept 2026, 00:00 BST
Notice history
4 events · 2 releases on Find a Tender · since 8 May 2026- Tender notice published8 May 2026, 14:22 BSTUK4
- Contract award notice published28 Aug 2026, 15:20 BSTUK6
- Status changed to complete28 Aug 2026, 15:20 BST
- Contract signature expected15 Sept 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Beam Up LtdSME1 Oct 2026 – 30 Sept 2028Options: The right to additional purchases while the contract is valid. The satisfactory performance of the contract may be jeopardised by the following risks, which by their nature, are unable to be addressed in the contract as awarded: The changing needs and requirements of the Council and the changing demands placed on the Council by its customers. Increases or decreases in funding - such as reductions or additions in budget allocations as part of the Council's budget setting processes, or as a consequence of additional funding streams which were unknown at the time of awarding the contract, but which are provided to increase the volume and scope of services delivered. Changes in legislation or national guidance. The identification of additional service recipients, not originally captured by the scope of the contract. Opportunities offered by emerging/new technologies. Materialisation of any of the identified risks may result in a permitted modification under Schedule 8 of the Procurement Act 2023. The contract value for this notice has been identified as £2M. There is currently internal approval to spend up to £1M initially, but additional spend (up to the £2M notice value) may be subsequently approved and will form part of the scope of the contract. | £2,000,000 | 27 Aug 2026 | Awarded |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders · 10 at stage one | 4 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- BEAM UP LTDAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender