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Construction Contract Leads

Scope

Reference

DN799908

Description

Southend-on-Sea City Council is looking to appoint a suitable Supplier to supply, install and maintain intelligent transport systems and associated equipment including traffic signals, Variable Message Signs, RGB Signs, School Warning Signs, Car Park Guidance Signs, Car Park Count controllers and Vehicle Speed Activated Signs.

All equipment is within the City of Southend and the Council will provide the Supplier with access to an asset management system where all faults and issues will be logged. The Supplier will be required to interrogate the Council's system on a daily basis to pick up faults, attend to rectify faults and then update the Council's system to confirm that the fault has been rectified. The Supplier will also be required to undertake annual inspections and internal cleaning of equipment.

The Supplier will also be required to supply and install new equipment. This will vary throughout the life of the contract due to the level of funding available and/or external grant money becoming available.

The required services are set out in full in the Scope (one of the associated tender documents).

The mechanisms for ordering work under the Contract are set out in the associated tender documents together with details of the volume and value of work that may be ordered.

Total value (estimated)

• 拢3,000,000 excluding VAT
• 拢3,600,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 August 2026 to 31 July 2030
• Possible extension to 31 July 2034
• 8 years

Description of possible extension:

Extensions will be at the discretion of the Council. As part of its decision whether to extend the Contract, the Council will consider the level of performance achieved by the contractor throughout the contract period.

The Contract will be for an initial period of 4 years (unless terminated earlier in accordance with its terms), with the option to extend by a period or succession of consecutive periods (each to be no less than a year in duration) up to a further 4 years.

The total estimated values set out above are inclusive of the maximum extensions of the service period permitted under the Contract (8 years in total).

Main procurement category

Services

CPV classifications

• 34924000 - Variable message signs
• 34970000 - Traffic-monitoring equipment
• 34992000 - Signs and illuminated signs
• 34996000 - Control, safety or signalling equipment for roads
• 45233290 - Installation of road signs
• 45233294 - Installation of road signals
• 45316200 - Installation of signalling equipment
• 45316210 - Installation of traffic monitoring equipment
• 45316211 - Installation of illuminated road signs
• 45316212 - Installation of traffic lights
• 45316213 - Installation of traffic guidance equipment
• 50232200 - Traffic-signal maintenance services

Contract locations

• UKH31 - Southend-on-Sea

Justification for not using lots

This is a relatively small contract and breaking this down further into smaller lots would increase contract management and administration costs disproportionately.

Submission

Enquiry deadline

29 May 2026, 12:00pm

Submission type

Tenders

Tender submission deadline

29 May 2026, 12:00pm

Submission address and any special instructions

Bidders must register on the Procontract system and submit tenders using this system.

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

10 June 2026

Recurring procurement

Publication date of next tender notice (estimated): 23 February 2034

Award criteria

Other information

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

This process will use the Competitive Flexible Procedure under the Procurement Act 2023 ("PA23") with two stages. The first stage will be a dialogue with organisations who express an interest in bidding for the contract. To express an interest in bidding for the contract, an organisation must register on the Procontract system here: and express an interest. Once the organisation has expressed an interest it must then send a message via the Procontract system stating that it has expressed an interest and wishes to take part in dialogue.

The dialogue stage is intended to clarify with interested organisations the Council's requirements and to refine the Scope and Service Information if necessary. The Council reserves the right to make amendments to any of the the associated tender documents once the dialogue is concluded and such amended versions will be issued to all organisations who have expressed an interest as set out above.

Full details of the dialogue are set out in the associated tender documents available on the Procontract system.

Participation in the dialogue is recommended but is not mandatory and interested organisations will still be entitled to submit a tender even if they have not participated in the dialogue.

Once the dialogue has been held there will be a single tendering round where organisations will be required to submit their tenders no later than the tender submission deadline.

There is no intention to limit the number of organisations entitled to submit tenders and there is no initial pre-qualification stage in this procurement.

Organisations will however be asked to submit a completed Project Specific Questionnaire as part of their tenders. Organisations who meet the minimum requirements of the Project Specific Questionnaire (as an initial stage of the tender assessment) will then have their tender assessed. Organisations who do not meet the minimum requirements of the Project Specific Questionnaire will be excluded from the process without having their tender assessed.

Tenders will be assessed against the criteria set out in the invitation to tender which will consist of 2 parts. Part 1 is a quality assessment where organisations will be asked to submit method statements within the online technical questionnaire. Part 2 is a commercial evaluation of the organisation's price submission. Please see the invitation to tender for full details.

The Council may rely on section 31 PA23 to modify the terms of the procurement as set out in this Tender Notice or the associated tender documents.

The Council reserves the right to abandon this procurement at any time and makes no commitment to enter into any contract as a result of issuing this Tender Notice. The Council will not be liable for any bid costs incurred by any organisation as a result of participating in this procurement and organisations are referred to the associated tender documents for further details.

Contracting authority

Southend-on-Sea City Council

• Public Procurement Organisation Number: PJDT-6566-GZNX

Civic Centre, Victoria Avenue, Southend On Sea, Essex

Southend-on-Sea

SS2 6FA

United Kingdom

Contact name: Anton Bull

Email: antonbull [at] southend.gov.uk

Region: UKH31 - Southend-on-Sea

Organisation type: Public authority - sub-central government