Official UK procurement notice
Whole Life Carbon Planning Review Platform
Authority: Westminster City Council (Local council)
What is being bought
Published requirement descriptionThe over-arching aim of this tender is to find a skilled, collaborative partner to provide licenses for a Whole Life Carbon Planning Review Platform. Westminster City Council (WCC) seeks a comprehensive digital platform for reviewing Whole Life Carbon Assessments (WLCA) related to planning applications. The platform must provide licenses for a minimum of three years, allowing unlimited users from both applicants and WCC, with WCC retaining full data ownership. Key functionalities include the submission and review of WLCAs against RICS V2 and WCC's Retrofit First policies, with detailed compliance checks on material quantities, carbon factors (A1-A3), and inclusion of all life-cycle stages to assess upfront and whole life carbon (at pre-planning, Stage 1 Planning, Pre-commencement, and Post-Completion).
The platform must provide licenses for a minimum of three years, allowing unlimited users from both applicants and WCC, with WCC retaining full data ownership. Key functionalities include the submission and review of WLCAs against RICS V2 and WCC's Retrofit First policies, with detailed compliance checks on material quantities, carbon factors (A1-A3), and inclusion of all life-cycle stages to assess upfront and whole life carbon.
The platform must feature a visual review dashboard to easily highlight project details, carbon performance, and any non-compliance flags. Essential collaboration tools include version history management for multiple submissions (pre-planning through post-planning) and a commenting function for feedback between authorities and applicants. It must also generate summary reports for committee use, detailing project information, input data, and comment logs between the planning officer and local authority.
Crucially, the platform must be available 24/7 with out-of-hours maintenance and provide technical support during business hours. The selected provider must also deliver a user guides and a minimum of two in-person annual training sessions for WCC users, conducted by in-house trainers with specific Built Environment and Whole Life Carbon Assessment expertise.
CPV: Enterprise resource planning software development services · Enterprise resource planning software package · IT services: consulting, software development, Internet and support · Industry specific software development services · Information systems or technology strategic review and planning services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£708,333
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 (2)
- Technical Envelope: 60%
- Commercial Envelope: 40%
Published award criteria (2)
- Technical Envelope
- Commercial Envelope
- Price carries 40 of 100 points: a 10% discount moves about 4 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
- Open 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
- 10 Jun 2025, 09:36 BST
- Last source update
- 1 Dec 2025, 11:14 GMT
- Award evaluation window
- Submission end – 10 Oct 2025
- Authority reference
P366- FTS notice number
2025/S 000-047222- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0545c8Find a Tender
How it was run
Official notice- Submission deadline
- 5 Sept 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
10 Jun 2025 → 11 Dec 2025 · 10 dates- Planning notice published10 Jun 2025, 09:36 BST
- Market engagement18 Jun 2025, 23:59 BST
This market engagement process aims to foster a collaborative environment before formal tendering. Suppliers are invited to demonstrate their solutions for 45 minutes, followed by a 15-minute Q&A session. These demo slots are available on a first-come, first-served basis on Wednesday, June 25th (AM) and Thursday, June 26th (AM). This direct interaction allows us to understand market capabilities better and for suppliers to showcase their unique offerings. Following the demos, a comprehensive tender information session will be held on July 3rd 10:00 - 12:00 (link for the meeting here teams.microsoft.com/l/meetup-join/19%3am… ↗) . This session will detail the procurement process, provide best practice tips for preparing submissions, and outline expectations, ensuring all potential bidders are well-equipped for the upcoming tender.
Bidders interested in the tender are advised to please email Alex James [email protected] by the 18th of June.
- Next notice expected21 Jul 2025, 23:59 BST
- Tender notice published8 Aug 2025, 12:06 BST
- Submission deadline5 Sept 2025, 12:00 BST
- Award decision expected by375 days ago10 Oct 2025, 23:59 BST
- Contract starts359 days ago27 Oct 2025
- Assessment summaries sent324 days ago1 Dec 2025
- Latest notice published324 days ago1 Dec 2025, 11:14 GMT
- Standstill ends313 days ago11 Dec 2025, 23:59 GMT
Notice history
10 events · 4 releases on Find a Tender · since 10 Jun 2025- Preliminary market engagement notice published10 Jun 2025, 09:36 BSTUK2
- Preliminary market engagement notice published17 Jun 2025, 09:10 BSTUK2
- Tender notice published8 Aug 2025, 12:06 BSTUK4
- Published value updated to £708,3338 Aug 2025, 12:06 BSTwas £425,000
- Status changed to active8 Aug 2025, 12:06 BST
- Procurement method changed8 Aug 2025, 12:06 BST
- Deadline published: 5 Sept 2025, 12:00 BST8 Aug 2025, 12:06 BST
- Contract award notice published1 Dec 2025, 11:14 GMTUK6
- Status changed to complete1 Dec 2025, 11:14 GMT
- Contract signature expected29 Dec 2025, 23:59 GMTscheduled
Published amendments (1)
Link for Tender Information Session added to the notice.
Routine re-releases (4)
- 2025-06: 1 release · 10 Jun 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Preoptima LimitedSME29 Dec 2025 – 28 Dec 2028 · up to 28 Dec 2030Extensions: 3+2 - Option to extend at Councils discretion. | £583,333 | 1 Dec 2025standstill to 11 Dec 2025 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1final-stage tenders | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- PreoptimaAwarded supplier
Official documents & specifications (4)
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
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender