Scope
Reference
173-NYC-RS
Description
The Authority wishes to invite Suppliers to tender for a Leisure Management System. The contract is for a period of 3 years 7 months with the optional extension of 2 x 2 years.
Total value (estimated)
- £2,166,666 excluding VAT
- £2,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 12 January 2026 to 25 August 2029
- Possible extension to 25 August 2033
- 7 years, 7 months, 14 days
Description of possible extension:
Option to extend 2 x 24 months 25 August 2029 - 24 August 2031 25 August 2031 - 24 August 2033
Options
The right to additional purchases while the contract is valid.
The buyer reserves the right for additional purchases, described here, from the contractor: Additional licences may be purchased throughout the contract length.
Main procurement category
Services
CPV classifications
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKE2 - North Yorkshire
Participation
Legal and financial capacity conditions of participation
As detailed in Volume 3 Procurement Specific Questionnaire
Technical ability conditions of participation
As detailed in Volume 3 Procurement Specific Questionnaire
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
10 October 2025, 11:00am
Tender submission deadline
10 October 2025, 11:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 December 2025
Recurring procurement
Publication date of next tender notice (estimated): 5 January 2032
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 50% |
| Cost | Cost | 30% |
| Technical | Quality | 20% |
Other information
Description of risks to contract performance
There is a risk of emerging cyber threats arising during the Term of the contract which may require the Authority to request the Supplier make changes to the software system it provides under the contract to enable the system to operate safely and adequately protect personal information stored on the system.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
The North Yorkshire Council
- Public Procurement Organisation Number: PNXY-8263-XCNL
County Hall, Racecourse Lane,
Northallerton
DL7 8AD
United Kingdom
Contact name: Charlotte Stolarski
Telephone: +44 1609533450
Email: Charlotte.Stolarski@northyorks.gov.uk
Website: https://www.northyorks.gov.uk
Region: UKE22 - North Yorkshire CC
Organisation type: Public authority - sub-central government