Scope
Reference
NCCT42930
Description
Norfolk County Council is looking to purchase a software system, implementation and support services that covers the end-to-end processes in its Children's Services Department.
Total value (estimated)
- £4,000,000 excluding VAT
- £4,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 20 November 2025 to 1 August 2033
- 7 years, 8 months, 12 days
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48311000 - Document management software package
- 48330000 - Scheduling and productivity software package
- 48482000 - Business intelligence software package
- 48517000 - IT software package
- 48600000 - Database and operating software package
- 72250000 - System and support services
- 72253000 - Helpdesk and support services
- 72261000 - Software support services
- 72212517 - IT software development services
Contract locations
- UKH15 - Norwich and East Norfolk
- UKH16 - North and West Norfolk
- UKH17 - Breckland and South Norfolk
Submission
Enquiry deadline
14 April 2025, 3:00pm
Submission type
Tenders
Tender submission deadline
28 April 2025, 3:00pm
Submission address and any special instructions
https://in-tendhost.co.uk/norfolkcc/aspx/Tenders/Current. This procurement will be managed electronically via the Council`s e-procurement system. To participate in this procurement, applicants must first be registered on the system at https://in-tendhost.co.uk/norfolkcc. Full instructions for registration and use of the system can be found at https://in-tendhost.co.uk/norfolkcc/aspx/BuyerProfiles. Once registered you will be able to see the procurement project under the `tenders` section and `express an interest` to view the documentation. If you encounter any difficulties whilst using the system you can contact the In-tend support team by phoning +44 8442728810 or e-mailing support@in-tend.co.uk.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 November 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Quality is 70% and price is 30%. The quality criteria are 1. Security ( pass/fail) 2. Non functional requirements ( pass/fail) 3. Product (3%) 4. Implementation (4%) 5. Training (1%) 6. Common... |
Price |
Weighting description
Quality is 70% and price is 30%. The quality criteria are 1. Security ( pass/fail) 2. Non functional requirements ( pass/fail) 3. Product (3%) 4. Implementation (4%) 5. Training (1%) 6. Common Functionality (5%) 7. Case management ( 4%) 8.System integration and import/export and extraction of data (4%) 9. Creating and managing cohorts (2%) 10.Early years, childhood and family service (3%) 11.Place planning, Admissions, Transfers, Free school meals and fair access, Home to school transport (3%)...
Other information
Payment terms
As per the terms and conditions issued with this procurement
Description of risks to contract performance
Norfolk County Council has been accepted into the government's Devolution Priority Programme. This process has the potential to lead to the establishment of a county combined authority for Norfolk and Suffolk, with strategic powers, headed by an elected mayor. Norfolk is also subject to Local Government Review. This process has the potential to lead to unitary local government in Norfolk. One of these changes could happen without the other. The contract may be assigned or novated to any successor authority(ies) to Norfolk County Council or to any joint body incorporating any such successor. This contract may also be assigned to any shared service structure that is created to serve any successor authority(ies) or joint body.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The Council will be using the Competitive Flexible Procedure as defined in the Procurement Act 2023. The process will be as follows: -
1. Bidders will complete the Invitation to Initial Tender (including draft pricing) and submit in accordance with the timelines at section 5 of this Invitation to Initial Tender.
2. If there are 4 bidders or less who pass Form B(Grounds for Exclusion) , C (Compliance with minimum standards) and D ( Willingness and ability to comply with contractual requirements) of the Invitation to Initial Tender then those bidders will be invited to participate in dialogue and submit a final tender.
3. If there are more than 4 bidders who pass Form B, C and D, then the Council will evaluate the responses to Form F (not including pricing) and will take through the top 4 scored bids. The Initial Tenders will be scored in accordance with the process set out in this Invitation to Initial Tender.
4. During dialogue, bidders will be able to refine their bid (including pricing) and the Council reserves the right to amend the specification, scenarios for demo, pricing spreadsheet and terms and conditions before requesting Final Tenders.
5. At the close of dialogue, bidders will be issued with the Invitation to Final Tender (including the final specification, scenarios for demo, pricing spreadsheet ( and define sub-weightings) and terms and conditions).
6. As part of the evaluation of the final tender, bidders will be required to demonstrate their system in accordance with the scenarios issued with the Invitation to Final Tender.
7. Bidders should note that the Council may request a further version of the pricing list and/or raise clarifications on bidders quality responses before dialogue.
This procurement has not been divided into lots as If more than one system is purchased this will mean multiple integrations, multiple support and maintenance contracts and thus costly to the Council to manage. It also increases the risk that the Council will not have the correct and whole overview of the child.
Documents
Documents to be provided after the tender notice
Clarification documents will be issued via https://in-tendhost.co.uk/norfolkc
Contracting authority
Norfolk County Council
- Public Procurement Organisation Number: PDYH-3246-XWTR
County Hall, Martineau Lane
Norwich
NR1 2DH
United Kingdom
Email: sourcingteam@norfolk.gov.uk
Region: UKH15 - Norwich and East Norfolk
Organisation type: Public authority - sub-central government