Scope
Description
Gateshead Council (the Council) is seeking to procure an "out-of-the-box" passenger transport management system that is ready for immediate implementation upon contract award. This system will support the efficient delivery and contract management of home-to-school and social care transport services for residents across the borough.
The system must be capable of managing the current operational scope, along with future increases:
• Number of passengers: 774 passengers
• Number of contracted drivers/chaperones: 350
• Number of destinations: 257
The Council requires a solution that is user-friendly, scalable, and capable of integrating with existing systems where necessary. The system should support route planning, real-time tracking, compliance monitoring, and reporting functionalities.
Total value (estimated)
- £320,000 excluding VAT
- £384,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 10 October 2025 to 9 October 2029
- Possible extension to 9 October 2033
- 8 years
Description of possible extension:
If the provided contract is running well and is providing all required functionality the Tender includes the provision for 2 x 24months extensions.
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKC2 - Northumberland and Tyne and Wear
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Tender submission deadline
26 August 2025, 11:59pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 September 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality and Demonstration | Quality | 60% |
| Price | Price | 30% |
| Social Value | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Market engagement was carried out under PCR15
Contracting authority
Gateshead Borough Council
- Public Procurement Organisation Number: PPGY-1151-NJQN
Civic Centre, Regent Terrace
Gateshead
NE8 1HH
United Kingdom
Email: procurement@gateshead.gov.uk
Region: UKC22 - Tyneside
Organisation type: Public authority - sub-central government