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Pay and Display Machine Maintenance and Associated Back-office System and Hardware Upgrades

Herefordshire Council

This public procurement record has 3 releases in its history.

Award

03 Aug 2026 at 17:33

UK7 - Contract Details Notice
Award

10 Mar 2026 at 17:26

UK6 - Contract Award Notice
Award

10 Mar 2026 at 17:17

UK5 - Transparency Notice
Summary of the contracting process

Herefordshire Council procured maintenance and hardware upgrades for its existing stock of 73 pay-and-display machines serving on-street and off-street car parks in Herefordshire. The requirement also covers the associated back-office system that supports the machines. The work is a specialist parking equipment maintenance and car-park management service, including replacement or upgraded hardware where needed and continued operation of the existing equipment. The buyer is Herefordshire Council, based in Hereford, and delivery is across Herefordshire. The requirement concerns an established operational estate of parking meters rather than the supply of a wholly new parking system. It is therefore relevant to businesses with experience maintaining deployed pay-and-display equipment, supporting related software and back-office systems, and carrying out compatible hardware upgrades in public car parks.

The procurement has been awarded following a direct award under section 41(1)(a) of the Procurement Act 2023 and Schedule 5. The award was made on 9 March 2026 to Metric Group Limited for £232,434 excluding VAT, or £278,920.80 including VAT. The associated contract was signed on 24 July 2026 and is valued at £185,712 excluding VAT, or £222,854 including VAT. Its contractual period runs from 24 July 2026 to 23 July 2029, with one optional extension of up to 12 months to 23 July 2030. The award rationale was that technical compatibility and the absence of reasonable alternatives made Metric Group the only suitable supplier for extending and partially replacing the existing equipment and services. The contract includes optional purchases of replacement parts and measures mobilisation milestones and service downtime.

This award demonstrates demand from Herefordshire Council for specialist support of an installed pay-and-display estate, its back-office system and associated hardware. A credible future competitor would need practical capability in maintaining parking meters of varying age, diagnosing faults, supplying compatible replacement parts, completing hardware upgrades and supporting the software or back-office environment that manages the equipment. Experience across both on-street and off-street public car parks would be directly relevant, as would the operational capacity to mobilise a service without disrupting parking operations. Suppliers should be able to manage service availability and report downtime against agreed performance measures, while planning and delivering mobilisation milestones. The requirement was identified as suitable for small and medium-sized enterprises, but the incumbent’s technical knowledge and compatibility with the existing estate were central to this award.

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Notice Information

Notice Title

Pay and Display Machine Maintenance and Associated Back-office System and Hardware Upgrades

Notice Description

Contract for maintenance and hardware upgrades for the council's existing stock of 73 pay and display machines. To Include associated back-office system

Procurement Information

Herefordshire Council currently owns 73 pay and display machines of varying age for its off-street and on-street car parks within Herefordshire. A recent review of the machines, manufactured and maintained by Metric Group Ltd, has found that most are anticipated to have a few years of operational use remaining. The council therefore needs to ensure continued maintenance of the existing machines and associated back-office system, as well as a number of hardware upgrades. Appointing a new supplier would require either wholesale replacement or significant overhauls to the existing machines, resulting in wasted utility of the current stock and disproportionate costs and operational disruption. This award is being made under section 41(1)(a) of the Procurement Act 2023 with reference to Schedule 5. Paragraph 6 of Schedule 5 provides that a direct award is permitted when: "The following conditions are met in relation to the public contract: (a) due to an absence of competition for technical reasons, only a particular supplier can supply the goods, services or works required; and (b) there are no reasonable alternatives to those goods, services or works." Paragraph 7 of Schedule 5 provides that a direct award is permitted when: "The public contract concerns the supply of goods, services or works by the existing supplier which are intended as an extension to, or partial replacement of, existing goods, services or works in circumstances where: (a) a change in supplier would result in the contracting authority receiving goods, services or works that are different from, or incompatible with, the existing goods, services or works; and (b) the difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance."

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0666c3
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/073400-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

38 - Laboratory, optical and precision equipments (excl. glasses)

98 - Other community, social and personal services

CPV Codes

38730000 - Parking meters

98351000 - Car park management services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£232,434 £100K-£500K
Contracts Value
£185,712 £100K-£500K

Notice Dates

Publication Date
3 Aug 20261 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
9 Mar 20266 months ago
Contract Period
24 Jul 2026 - 23 Jul 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Herefordshire Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HEREFORD
Postcode
HR4 0LE
Postcode Area
Hereford
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG1 Herefordshire, Worcestershire and Warwickshire
Small Region (ITL 3)
TLG11 Herefordshire, County of
Delivery Location
Not specified
Local Authority
Herefordshire, County of
Electoral Ward
Widemarsh
Westminster Constituency
Hereford and South Herefordshire

Supplier Information

Number of Suppliers
1
Supplier Name

Metric Group Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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