Mobile Data Terminal Software

What this is

Open procedure tender for Mobile Data Terminal Software for three Welsh Fire and Rescue Services. The contract includes fire appliance tablets, communications gateway, configuration update system, hydrant management system, and operational data management system. Estimated value GBP 3,000,000 over 3 years with option to extend 48 months.

Key points

• Tender deadline 11 September 2026 at 12:00 noon via Sell2Wales portal; mandatory software demonstration 13-14 October 2026; 60% minimum technical quality score required to proceed
• Estimated value GBP 3,000,000 (exc. VAT) over 3 years with option to extend 48 months; financial capacity requirement is twice annual contract value turnover; insurance minimums GBP 5m public/employers liability, GBP 2m professional/product indemnity
• Three-stage evaluation: Stage 1 WPSQ and mandatory requirements Pass/Fail, Stage 2 Technical 70%/Price 20%/Social Value 10%, Stage 3 award to highest scorer; single supplier to be appointed
• Contract performance managed via KPIs reported quarterly (99.8% uptime target, fault response management, data accuracy); poor performance may trigger Service Improvement Plan or contract termination
• Bidders must confirm ability to attend in-person software demonstration and meet all essential requirements in Appendix D; associated persons and sub-contractors must meet same eligibility conditions
• Inquiry deadline 4 September 2026; contract start 9 November 2026; contract award anticipated by 19 October 2026; all submission documents must be completed or tender will be invalidated

Who can bid

Open procedure. Bidders must register on central digital platform (CDP) and share core supplier information. Must satisfy all Conditions of Participation including financial capacity, insurance, legal capacity, technical ability, health and safety, environmental management, and quality management. Must not be on debarment list. Associated persons and sub-contractors must also meet requirements.

• 5000000
• 5000000
• 2000000
• 2000000
• 60

How it is scored

Quality 80% · Price 20% Three-stage evaluation: Stage 1 - Welsh Procurement Specific Questionnaire (WPSQ) and mandatory/essential requirements (Pass/Fail); Stage 2 - Quality/Technical (70%), Price (20%), Social Value (10%); Stage 3 - Award to highest scoring bidder. Technical/Quality comprises: Software Demonstration 20%, Project Management 10%, Support 20%, Training 5%, Desirable Criteria Met 35%, Environmental Sustainability 10%. Minimum 60% technical score required to proceed. Social Value weighted 2.5% each for: local direct employees, training/apprenticeships, disadvantaged people opportunities, community benefits.

Money

Estimated contract value GBP 3,000,000 excluding VAT (GBP 3,600,000 including VAT) over 3-year period. Bidders must provide full cost breakdown in Pricing Schedule and Section C of Appendix D - User Requirements Document for all three fire services (MAWWFRS, SWFRS, NWFRS). Tender prices remain open for acceptance 90 days after submission deadline. Successful bidder prices remain fixed for 3-year initial term.

Performance guarantee

Performance bond/guarantee amount not specified in tender. Contract Performance Notices to be published within 30 days of any material performance breach or termination. KPIs tracked quarterly including: Product availability 99.8% uptime, Priority fault response times, data accuracy, security patches. Service Improvement Plan or Rectification Plan required if performance falls below targets. Poor performance triggers may include material KPIs scoring Inadequate or 3+ KPIs scoring Requires Improvement/Inadequate in single period.

How to submit

Tenders must be submitted via Sell2Wales portal (https://www.sell2wales.gov.wales) before 11 September 2026 at 12:00 noon. Tender validity 90 days after return date. All mandatory forms must be completed including WPSQ, Form of Tender, Pricing Schedule, Technical/Quality Response, Social Value Response, Freedom of Information Schedule, Non-Collusive Declaration. Submission in English or Welsh accepted.

Clarifications

Deadline for clarification questions is 4 September 2026 at 17:00. Contracting Authority reserves right to seek clarifications during evaluation and may request additional information at any point. Tenderers must respond promptly within timeframe stipulated; failure to respond within specified timeframe may lead to exclusion.

Contract period

Initial term 3 years (9 November 2026 to 8 November 2029) with option to extend by 48 months at 24-month intervals (maximum total contract period 7 years, extending to 8 November 2033). Contract price fixed for first 3 years unless material variation in wages/costs occurs.

Classification

CPV 48000000 — Software package and information systems 72322000 — Data management services72268000 — Software supply services72267000 — Software maintenance and repair services72265000 — Software configuration services72263000 — Software implementation services72261000 — Software support services Wales