WCC Bus shelter advertising and maintenance

{
  "buyer": {
    "id": "GB-PPON-PDTN-5446-NMXW",
    "name": "Warwickshire County Council"
  },
  "date": "2025-08-08T16:58:47+01:00",
  "id": "047434-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-058499",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Warwick",
        "postalCode": "CV34 4SA",
        "region": "UKG13",
        "streetAddress": "Shire Hall"
      },
      "contactPoint": {
        "email": "procurement@warwickshire.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.warwickshire.gov.uk"
      },
      "id": "GB-PPON-PDTN-5446-NMXW",
      "identifier": {
        "id": "PDTN-5446-NMXW",
        "scheme": "GB-PPON"
      },
      "name": "Warwickshire County Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "Preliminary Market Engagement was conducted prior to the introduction of the Preliminary Market Engagement Notice. A summary of the preliminary market engagement is an appendix within the tender documentation."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "additionalProcurementCategories": [
      "goods"
    ],
    "awardPeriod": {
      "endDate": "2026-01-26T23:59:59Z"
    },
    "contractTerms": {
      "financialTerms": "Please refer to the tender documents."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Warwickshire County Council is seeking to procure a Supplier to provide a comprehensive service for the\u202fadvertising, maintenance, and cleansing\u202fof council owned bus shelters across the County. \n Warwickshire County Council currently own and maintain around 302 Bus Shelters across the County. This number is flexible due to ongoing installations delivered through the capital programme however, the numbers presented in this brief are considered a realistic representation of the current network. \nCurrently, 83 Bus Shelters across Warwickshire\u0027s estate are fitted with advertising panels \n 80 shelters are equipped for traditional paper-based advertising \n3 shelters feature digital advertising displays \nAll existing bus shelters are the property of Warwickshire County Council, and those installed or replaced under this contract, including both new installations and replacement of existing units, will be and will remain the property of Warwickshire County Council.\nThe primary objectives of this contract, each of equal importance, are as follows: \nTo generate advertising revenue for the Council through the use of bus shelters. \nTo ensure all bus shelters are consistently clean, well presented, and visually appealing. \nTo maintain all shelters so they remain safe, functional, and fit for public use. \nTo have a Supplier capable of supplying, installing, removing and relocating bus shelters at the Councils  request.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-08-08T16:58:47+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "047434-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/047434-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-09-02T12:00:00+01:00"
    },
    "hasRecurrence": true,
    "id": "WCC - 22249",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Bus shelters",
            "id": "44212321",
            "scheme": "CPV"
          },
          {
            "description": "Advertising services",
            "id": "79341000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKG3"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Cost evaluation",
              "numbers": [
                {
                  "number": 70,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "name": "Non-cost evaluation",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-03-31T23:59:59+01:00",
          "maxExtentDate": "2041-03-31T23:59:59Z",
          "startDate": "2026-03-31T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "The Council reserves the right to make additional purchases during the contract that relate to bus shelters and advertising."
        },
        "renewal": {
          "description": "The initial contract term will be for a period of 10 years. This may be extended for another period of 5 years at the sole discretion of the Council."
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amountGross": 1500000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The Procurement Process\nThis procurement is being conducted using the Competitive Flexible Procedure (Procurement Act 2023). An outline of the procurement process is included below:\nStage 1: Initial Submissions\nBidders are required to complete and return their initial tender submissions as detailed within this document. The initial submissions will be used for the down-selection of bidders and will be based on the conditions of participation pass/fail evaluation, an outline tender submission evaluation and price evaluation. The Council will invite the top three* ranked bidders to the next stage of the procurement process.\n*Please note: *WCC reserves the right to invite more organisations where there is a negligible difference in the scores between the 3rd applicant and the next placed applicant(s) or to invite less applicants where it feels that the quality of submissions is insufficient to warrant inclusion in the next stage.  \nStage 2: Bid Optimisation/Dialogue/Pre-tender Negotiation\nThose Bidders who are invited to participate in stage 2 will be invited to take part in dialogue meetings. The purpose of these meetings will be to discuss the outline tender proposals, ensure that the Council\u0027s requirement/solution is thoroughly understood by suppliers and that any supplier risks and assumptions are appropriately managed or removed before final tenders are submitted. The meetings will also be used to optimise the bidder\u0027s solution prior to submission of final tenders. Stage 2 may also be used to refine the outline specification, pricing schedule, award criteria, contract and/or any other documentation prior to an invitation to submit final tenders.\nStage 3: Invitation to Submit Final Tenders (ITSFT)\nAt the conclusion of stage 2, the shortlisted bidders will be invited to submit a final tender submission. A new Invitation to Tender document for this stage will be provided and will incorporate a final specification/pricing schedule/contract etc. including any refinements identified during the bid optimisation stage. \nThe evaluation criteria will be weighted in a similar way to stage 1 but will have non-cost evaluation questions relating to specific elements of the requirement and the cost evaluation will be as detailed in the part 4 - pricing schedule document. There will also be a social value evaluation element. \nStage 4: Post Tender Negotiation/Preferred Supplier\nThe Council may also consider the use of a Post Tender Negotiation or Preferred Supplier stage following the conclusion of stage 3.  To provide some context on when these stages are used, and what they are likely to contain, we have reproduced the Government Commercial Function guidance regarding these stages below:\nPost Tender Negotiation Stage:\nWhen used: -\nPost-tender negotiation may be incorporated where a contracting authority intends to improve the content of the highest scoring tender. An example might include where a contracting authority identifies an opportunity to reduce the tender costs where efficiencies can be achieved, e.g. the staging of payments, so that the supplier is not incurring unnecessary interest costs. Post-tender negotiation might also be used to seek improvements to the non-financial aspects of the contract, e.g. delivery times, supplier flexibility to change without cost, increasing social value etc. Post-tender negotiation might also be necessary where unforeseen circumstances have arisen that require appropriate changes to the contract terms.\nPreferred Supplier Stage:\nWhen used: -\nThis stage might be relevant where there would be advantages in developing and finalising the final contract with the most advantageous tenderer. Most likely to be used when contractual terms are complex or to confirm commitments made in tenders can be satisfied."
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2040-03-01T23:59:59Z"
        }
      ]
    },
    "riskDetails": "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:\nThe 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\u0027s 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\nChanges in legislation or national guidance\nThe identification of additional service recipients, not originally captured by the scope of the contract\nOpportunities offered by emerging/new technologies and/or products.\nChanges arising from Local Government Reform (LGR), legislative developments, or other external influences which may impact the delivery or scope of the contracted services",
    "specialRegime": [
      "concession"
    ],
    "status": "active",
    "submissionMethodDetails": "Applicants are required to answer all of the questions and return their completed response by:-\nno later than Tuesday 9th September 2025 at 12 Noon via https://in-tendhost.co.uk/csw-jets/aspx/Home.\nYour tender return must be submitted via the E-tendering portal. You will not be able to upload your tender after the deadline detailed above. Applicants are advised that if their tender response is only partially uploaded within the E-tendering portal by the closing date and time then the system will lock them out and they will not be able to complete their document upload. The Council reserves the right to only evaluate documents received within the E-tendering portal by the closing date and time and applicants are advised that a partial upload is unlikely to be successful. Applicants are therefore recommended to upload their full tender response well in advance of the closing date and time.\nIf you are experiencing any difficulties with your upload you must contact the Council well in advance of the closing date and time\nThe procurement documents are available for unrestricted and full direct access, free of charge, at\nhttps://in-tendhost.co.uk/csw-jets/aspx/Home\nAdditional information can be obtained from the above-mentioned address\nTenders or requests to participate must be submitted electronically via\nhttps://in-tendhost.co.uk/csw-jets/aspx/Home",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-09-09T12:00:00+01:00"
    },
    "title": "WCC Bus shelter advertising and maintenance",
    "value": {
      "amountGross": 1500000,
      "currency": "GBP"
    }
  }
}