Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
South Oxfordshire District Council
Abbey House, Abbey Close
Abingdon
OX143JE
UK
Contact person: Andrew Down
E-mail: Procurement@southandvale.gov.uk
NUTS: UKJ14
Internet address(es)
Main address: www.southoxon.gov.uk
I.1) Name and addresses
Havant Borough Council
The Public Service Plaza, Civic Centre Road
Havant
PO9 2AX
UK
Contact person: Jo McIntosh
E-mail: jo.mcintosh@havant.gov.uk
NUTS: UKJ31
Internet address(es)
Main address: www.havant.gov.uk
I.1) Name and addresses
Vale of White Horse District Council
Abbey House, Abbey Close
Abingdon
01235 422422
UK
Contact person: Andrew Down
E-mail: Procurement@southandvale.gov.uk
NUTS: UKJ14
Internet address(es)
Main address: www.whitehorsedc.gov.uk
I.1) Name and addresses
Hart District Council
Harlington Way
Fleet
GU51 4AE
UK
Contact person: Ashley Grist
E-mail: ashley.grist@hart.gov.uk
NUTS: UKJ3
Internet address(es)
Main address: www.hart.gov.uk
I.2) Joint procurement
The contract involves joint procurement
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
5 Councils Corporate Services Project
II.1.2) Main CPV code
79000000
II.1.3) Type of contract
Services
II.1.4) Short description
South Oxfordshire District Council, Havant Borough Council, Vale of White Horse District Council, Mendip District Council and Hart District Council ("the Councils") entered into a contract (for an initial duration of approximately 9 years) with Capita for a range of corporate and transactional services ("the Contract"). The opportunity was advertised under OJEU Notice 2015/S 057-100137 and the Contract entered into on 4 April 2016. Further details of the original Contract are set out in that OJEU Notice.
The Councils have previously varied the Contract as per notice numbers 109745-2020, 560746-2020 and 609089-2020.
The Contract permits the Councils to enter into an extension for a total period of up to 5 years from the end of the Initial Term. The Councils (with the exception of Somerset Council who will exit the Contract entirely upon expiry of the initial term on 1 October 2025), have elected to utilise the extension provision within the Contract to extend the services for Revenues & Benefits and Local Land Charges only for a period of up to 3 years from the expiry of the initial term, which may be up to October 2028 with the option to extend for an additional 2 years. South Oxfordshire District Council and Vale of White Horse District Council also wish to utilise the extension within the Contract to extend the out of hours service for Customer Services for 3 years with the option to extend for an additional 2 years.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
24 736 269.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
66171000
66172000
66600000
70330000
72222300
72253000
72261000
72267100
75130000
75242110
75310000
79200000
79342300
79414000
79418000
79500000
79600000
79710000
79810000
79820000
79900000
98341130
98341140
98351000
II.2.3) Place of performance
NUTS code:
UKJ14
UKJ3
Main site or place of performance:
Oxfordshire (UKJ14) and Hampshire (UKJ3, UKJ33)
II.2.4) Description of the procurement
The estimated value of the extension of Local Land Charges for a period of up to 3 years is £1,100,000.
The estimated value of the extension of Revenues & Benefits for a period of up to 3 years is £23,400,000
The estimated value of the extension of the out of hours service of Customer Services for a period of up to 3 years is £226,269.
The estimated total value of the extension to the Contract amounts to £24,736,269.
Continues in Annex D1.
II.2.5) Award criteria
Price
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation
The Contract has previously been reduced (see notices 109745-2020, 187598-2020, 560746-2020 and 609089-2020) a summary is below.
The reduction in the I-Hub and Human Resources (Advisory) Services resulted in a reduction in Contract value of approximately £700,242 per year for the remainder of the Contract term.
The reduction in the Licensing Services resulted in a reduction in contract value of approximately £377,000 per year for the remainder of the Contract term.
The reduction in the Human Resources Operational and Payroll Services resulted in a reduction of approximately £1,012,086 per year for the remainder of the Contract term.
The reduction in the Finance Services resulted in a reduction in Contract value of approximately £634,000 per year for the remainder of the Contract term.
The reduction in the Exchequer Services resulted in a reduction in Contract value of approximately £1,630,000 per year for the remainder of the Contract term.
The reduction in the Procurement function resulted in the Contract value being reduced by approximately £2,376,000 for the remainder of the Contract term.
The reduction in the IT function resulted in the Contract value being reduced by approximately £441,000 for the remainder of the Contract term.
Further reductions include:
A reduction to front of house (Customer Services) for South & Vale and Hart, resulted in the Contract value being reduced by an approximate £1,515,385 for the remainder of the Contract term.
A reduction to Customer Services by Mendip (now Somerset) resulted in the Contract value being reduced by an approximate £1,090,000 for the remainder of the Contract term.
A reduction to IT Services by Mendip resulted in the Contract value being reduced by an approximate £321,954, per year for the remainder of the Contract term.
A reduction to IT Services by Hart resulted in the Contract value being reduced by an approximate £249,659, for the remainder of the Contract term.
This notice is concerned with invoking the extension option within the Contract to extend its term for the Revenues & Benefits and Local Land Charges services only for all Councils (except Somerset Council) for a period of up to 3 years with an option to extend for a further period of 2 years. This notice is also concerned with invoking the extension option within the Contract to extend its term for out of hours Customer Services for South and Vale District Council and Vale of White Horse Councils for 3 years with an option to extend for a further period of 2 years.
Taking into account the value and scale of the original Contract the Councils consider that the extension to the Contract for up to 3 years is not substantial for the purposes of Regulation 72(1)(e) of the PCR given that the original Contract provided for an extension period beyond the initial 9 year term by up to a further 5 years.
The 3 year extension has a total estimated value of £24,736,269 in the context of the original £140,262,000 Contract. In addition, the scope of the originally awarded Contract has significantly reduced, and the economic balance of the Contract is moving away from the contractor by the reduction of the service opportunity despite the extension this notice is concerned with.
The Councils consider that extending the Contract in the manner proposed is for operational and commercial reasons to achieve a smooth transition.
The extension of these Services will ensure the smooth ongoing delivery of public services on a value for money basis.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2015/S 057-100137
Section V: Award of contract
Title: 5 Councils Corporate Services Project
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
28/07/2025
V.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Capita Business Services Limited
02299747
First Floor, 2 Kingdom Street, Paddington
Westminster
W2 6BD
UK
NUTS: UKI
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 24 736 269.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
The estimated value in II.1.7 and V.2.4 refers to the estimated value of the extension to the Contract as described in this notice.
The value of the Contract with Capita as originally awarded on 4 April 2016 was £140 262 000 as per OJEU ref: 2016/S 088-154829.
The Contract has previously been varied by the Councils to remove I-Hub, Human Resources (Advisory) Services, Human Resources Operational and Payroll, Finance Services and Licensing Service, Procurement and Exchequer from the scope of the Contract. Please see the following notices for further information: 109745-2020, 187598-2020, 560746-2020 and 609089-2020.
VI.4) Procedures for review
VI.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
In accordance with Regulation 88 - 104 (Enforcement of duties through the Court) of the Public Contracts Regulations 2015 (as amended) ("PCR").
VI.5) Date of dispatch of this notice
31/07/2025