Tender

Leisure Management System

  • The North Yorkshire Council

UK4: Tender notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2025/S 000-060790

Procurement identifier (OCID): ocds-h6vhtk-0523de (view related notices)

Published 4 September 2025, 3:30pm

Last edited 30 September 2025, 11:15am

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Changes to notice

This notice has been edited. The previous version is still available.

Please note that an amendment has been made to Appendix 1, Technical Requirements specifically to threshold question 1.2. The revised question is as follows: Back Office System Please confirm if your back-office system has been developed as a fully responsive browser based web client? If not, provide further information on the back-office architecture used and thin client options available to us. Note - We do not have the technology on our infrastructure to host systems via Citrix or similar virtual remote desktop. We will accept systems that are hosted by the provider and all costs must be included in the pricing schedule within "Support, Maintenance and Updates/Upgrades". To accommodate this amendment, the tender submission deadline has been extended to 11:00 AM on 24 October 2025. The deadline for clarifications has also been revised to 14 October 2025. Document Changes The Evaluation Methodology has updated with the new timeline. Volume 1 has updated with the Tender Closing Date & Time only. Volume 3 has updated with the Tender Closing Date & Time only. Appendix 1 - Technical Requirements has been amended as per above.

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

24 October 2025, 11:00am

Tender submission deadline

24 October 2025, 11:00am

Submission address and any special instructions

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=97246&B=

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

22 December 2025

Recurring procurement

Publication date of next tender notice (estimated): 5 January 2032

Award criteria

This table contains award criteria for this lot
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