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PROCUREMENT OPPORTUNITY

Commercial Waste Management Software System (WMS)

Nottingham City Council · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 13:56.

Opportunity overview

Nottingham City Council is seeking to procure a comprehensive, integrated Commercial Waste Management Software System to replace its existing legacy solution. The system will support the end-to-end delivery of the Council's Commercial Waste Service, including customer management, sales, service delivery, billing, financial processing, and performance reporting. The solution must enable real-time operational control and data visibility across the service, improving efficiency, customer experience, financial assurance and environmental performance. The scope includes, but is not limited to: vehicle tracking and management; mobile working; route planning and optimisation; customer and contract management; sales quoting and e-contracting; on-board dynamic weighing and pay-by-weight functionality; container and asset management; weighbridge operations; supplier management; invoicing, credits and cash processing; financial management and ledgering; performance reporting and analytics; and a customer self-service portal. The successful supplier will also be required to provide professional services to implement the solution, migrate data, train users, and integrate the system with the Council's corporate financial platform (Oracle Fusion), corporate citizen access portal, and other systems via APIs. Hardware required to support mobile working and integration with existing on-vehicle and weighbridge weighing equipment is within scope, together with system support, maintenance and service levels for the duration of the contract. The contract will be awarded following a Competitive Flexible Procedure in accordance with the Procurement Act 2023, with an initial tender submission stage followed by shortlisting, product demonstrations and dialogue, and the submission of a best and final offer.

Classification

  • CPV72260000 — Software-related services

Lots

  • Lot 1£550k

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
CPU 6534
Status
active
Above Threshold
Yes
Procurement Method
selective
Main Procurement Category
services
How to submit
Tenders must be submitted electronically via the EastMids Tender portal used by Nottingham City Council for the purposes of this Procurement. The EastMids Tender portal can be accessed at: https://www.eastmidstenders.org/ . Suppliers will be required to register on the portal to access the procurement documents and submit their tender response. Registration is free of charge. No alternative methods of submission will be accepted.
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
9 Jan 2026, 23:59

Covered By

GPA

Procedure

Features
Competitive Flexible Procedure Description This procurement is being conducted using the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The process will commence with the publication of a Tender Notice inviting suppliers to submit an initial tender, including completion of a procurement-specific questionnaire and initial quality and price responses. Initial submissions will be assessed against the Conditions of Participation and selection criteria, following which the Authority intends to shortlist up to three highest-scoring suppliers to participate in subsequent stages. These stages may include product demonstrations, dialogue to refine the Authority's understanding of the proposed solutions, and negotiation where required. Following the conclusion of these stages, shortlisted suppliers will be invited to submit a final tender (Best and Final Offer). Final tenders will be evaluated against the published award criteria to identify the Most Advantageous Tender. The Authority reserves the right to reduce, combine or omit stages, including the right to award the contract on the basis of the initial tender without negotiation, where permitted by the Procurement Act 2023 and as set out in the procurement documents.

Legal basis

Id
2023/54
Scheme
UKPGA

Lot Details

No Lots Division Rationale
The Authority has considered whether the requirement could be divided into lots. Due to the need for a single, fully integrated waste management system providing end-to-end functionality, data integrity, and seamless integration with corporate finance and operational platforms, the Authority has determined that dividing the requirement into lots would introduce unacceptable technical, operational, and commercial risk and would undermine accountability and value for money.

Expected award period

Ends
2 Mar 2026, 23:59

Enquiry period

Ends
15 Dec 2025, 23:59

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Status
active
Has Options
Yes
Has Renewal
Yes

Value

Amount
550,000
Currency
GBP
Including VAT
660,000

Options

Description
The contract includes options exercisable at the Authority's discretion, including the option to extend the contract for up to two additional periods of one (1) year each following the initial five (5) year term, subject to satisfactory performance, ongoing business need, and continued value for money. In addition, the contract may include options for the purchase of additional software modules, licences, users, integrations, or related services within the scope of the Waste Management System during the contract term, in accordance with the contract terms and pricing mechanism.

Renewal

Description
The contract will be awarded for an initial term of five (5) years. The Authority reserves the right to extend the contract by up to two additional periods of one (1) year each, exercisable at the Authority's sole discretion, subject to satisfactory performance, ongoing business need, and continued value for money.

Award criteria

Criteria

Criterion 1
Name
Price
Type
price

Numbers

Entry 1
Number
40
Weight
percentageExact
Criterion 2
Name
Quality
Type
quality
Description
Quality will be assessed against the published quality criteria set out in the Invitation to Tender. This includes technical capability, implementation and delivery approach, system functionality, service and support arrangements, and social value. Social Value forms part of the Quality assessment and represents 5% of the Quality score (equivalent to 3% of the overall contract award score), in accordance with the ITT.

Numbers

Entry 1
Number
60
Weight
percentageExact

Contract period

Ends
30 Jun 2031, 23:59
Starts
1 Jul 2026, 00:00
Max Extent Date
30 Jun 2033, 23:59

Selection criteria

Criteria

Criterion 1
Type
economic
Description
As part of the procurement process, suppliers will be required to demonstrate their legal, financial, economic and technical capacity in accordance with the conditions of participation set out in the procurement documents. This may include requirements relating to financial standing, turnover, relevant experience, professional capability, and insurances, proportionate to the nature, risk and value of the contract. Full details are set out in the procurement documents.
Criterion 2
Type
technical
Description
Suppliers will be required to demonstrate appropriate technical and professional ability to deliver an end-to-end Waste Management System, including relevant experience of implementing comparable software solutions within a local authority or similar complex operational environment. Evidence may include details of previous contracts, references, key personnel, proposed delivery approach, and compliance with relevant technical standards. Equivalent qualifications, certifications and standards will be accepted.

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
72260000
Scheme
CPV
Description
Software-related services

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
080816-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
8 Dec 2025, 17:39

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PZGG-1891-TDCX
Name
Nottingham City Council

Roles

buyer

Address

Region
UKF14
Country
GB
Locality
Nottingham
Postal Code
NG2 3NG
Country Name
United Kingdom
Street Address
Loxley House, Station Street

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PZGG-1891-TDCX
Scheme
GB-PPON

Contact

Recorded locations

  • Buyer location · Nottingham · UKF14 · NG2 3NG · United Kingdom
  • Delivery location · UK · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05f139-2025-12-08T17:39:24ZTender notice on Find a Tender ·