Purpose

Tender outcome for Intelligent Transport Systems including traffic signals, variable message signs and car park signs and award of contract to the successful bidder

Decision

That the award of the contract for Intelligent Transport Systems including traffic signals, variable message signs and car park signs to YUNEX Limited commencing on 1st November 2026 for a period of 4 years with an option to extend the contract by a further 4 years, be approved.

Reasons for the decision

The current contract for Intelligent Transport Systems including traffic signals, variable message signs and car park signs concludes on 31st October 2026.

A procurement process was undertaken to establish a new contract from 1st November 2026.  The process followed the requirements of the Procurement Act 2023.  The competitive flexible procedure was used.  An advert was placed for an above threshold contract on the national Find a Tender Service portal.  All potential bidders were given an opportunity for a meeting with the Council to clarify any of the requirements of the tender.  Any bidder was then free to submit a tender for the Council to evaluate i.e. there was no restriction or shortlisting of bidders. 

Two bidders submitted tenders to  be considered for the new contract.

The tender process was undertaken under the Procurement Act 2023 requirements.

Tender submissions were received by 23rd July 2026, and a full evaluation process was undertaken. The outcome is based on a 60/40 split between quality and commercial respectively. The commercial submissions are against the required Schedule of Rates to be used within the contract. The Quality submissions were reviewed under the following key headings for delivering the requirements of the Contract:

1. Mobilisation

2. Maintenance service – traffic signals

3. Maintenance service – all other equipment

4. Annual inspections

5. Service to supply and install new equipment

6. Social Value – social value

7. Social Value – carbon management

Tenders were evaluated by 3 evaluators and then scores were moderated to agree final scores. 

Yunex Limited submitted the most advantageous tender i.e. Yunex Limited scored the highest marks against the evaluation criteria.

Assessment summaries have been issued to the successful and unsuccessful bidders advising them of the outcome of the evaluation on 4th August 2026.  As is required by the Procurement Act 2023, the Council then published a UK6 Contract Award Notice on the national portal (the Find a tender Service) on 4th August 2026.    It is not awarding the contract as that can only take place once this report has been authorised by the relevant Cabinet Member.   The UK6 Contract Award Notice is necessary to commence a mandatory standstill period during which unsuccessful bidders can challenge the award.  If the Cabinet Member approves this report, the Council will then be able to move to awarding the contract (i.e. sign the contract or enter into the contract) and will then have to publish a further notice – a UK7 Contract Details Notice.

Alternative options considered

The only other option at this stage is to not award and restart the tender process. That would require a further extension to the current contract and the potential for legal challenge as we have exceeded the value of the original contract. In addition, this would attract further staff and legal support costs