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
- Possible extension to 31 July 2043
- 17 years, 8 months, 11 days
Description of possible extension:
This contract is for an initial term of 7 years plus an additional 5 years plus a further 5 years at the Council's discretion. The start date is the go live date of the system and support and maintenance. The estimate value in this notice is for the full 17 years of the contract not including VAT or indexation.
Options
The right to additional purchases while the contract is valid.
The council will have the right to purchase (1) additional licenses if usage or numbers of users increase (2) additional support hours and professional services if required to maximise the return on investment for the Council and to maintain or improve the wholistic view of the child and support efficient access to services (3) additional modules and additional functionality to maximise the return on investment for the Council and to maintain or improve the wholistic view of the child and support efficient access to services (5)Training to ensure maximum and efficient use of the system.
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKH15 - Norwich and East Norfolk
- UKH16 - North and West Norfolk
- UKH17 - Breckland and South Norfolk
Participation
Particular suitability
Small and medium-sized enterprises (SME)
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%. Price will be for implementation, support and maintenance and integrations. Evaluation will be for the first 7 years of the contract. Price maybe sub-weighted... |
Cost |
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 joined 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. A consultation is under way.
Government has also invited participation by Norfolk in 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 or formed by any such successor. The County Council or a successor authority or joint body may order services on behalf of other local authorities serving any area within Norfolk's current geographical boundaries.
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
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.
Justification for not publishing a preliminary market engagement notice
A market engagement notice has been published ref 2025/S 000-009212 and OCID reference ocds-h6vhtk-04ecbb.
Documents
Associated tender documents
Invitation to Initial Tender Vf.pdf
250215 Education System Porfolio Terms and Conditions RG Clean.pdf
Appendix 2-NCC Education Systems Statement of Requirements.xlsx
Appendix 3 - Social Value.docx
NCC Digital Inclusion Strategy.pptx
NCC Third Party Code of Connection Form 1.2.docx
pricing schedule v1 (Education Systems Portfolio).xlsx
Strategic objectives for ESP ( forms part of Appendix 2 SOR).docx
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