Scope
Reference
KMCIT-214
Description
Kirklees Council wishes to procure a cloud-based Compliance Management & Assets Database System (COMMANDS) which will enable effective efficient management of all corporate assets, enable scheduling, programming, Health & Safety management and costing of work to be undertaken. It will Improve operational elements of service delivery through improved stores management.
The Council needs a responsive and flexible system which can meet these requirements to support, drive and deliver the transformation of corporate services. The Council requires a single point of access system that will not only manage and track repairs but will improve the customer journey.
The anticipated commencement date for the implementation is 1st April 2026, it is anticipated the implementation period will take 12 months and the Contract commencement date will be 1st April 2027.
Please refer to the full Specification for the full scope and requirements for this tender which is available with the full tender pack, free of charge at https://uk.eu-supply.com/login.asp?B=YORTENDER.
Please note Known Risks have been assessed as part of this procurement and in accordance with the Procurement Act 2023, the Council reserves the right to modify this contract where such changes meet the criteria for permitted modifications under Section 74 and Schedule 8 of the Act. This includes, but is not limited to:
• The incorporation of data migration preparation services, should a requirement be identified following an initial assessment of the Council's data cleansing status.
• Application or interface development to accommodate a change in the Council's ERP system. One such risk identified for this procurement is the potential transition away from SAP during the contract's lifetime. Where the tender documentation specifies "integration with SAP," it is acknowledged that development may be required to support integration with an alternative ERP system to ensure continuity of services.
• Cloud storage capacity.
• Additional functionality/modules which may be of interest/become available throughout the life of the contract and support the wider scope of delivering a modern Compliance Management & Asset Database Services.
Any such modifications shall be undertaken in compliance with the permitted grounds set out in Section 74 and Schedule 8 of the Act, including but not limited to modifications arising from unforeseeable circumstances or the materialisation of a known risk.
Total value (estimated)
- £700,000 excluding VAT
- £840,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2027 to 31 March 2032
- Possible extension to 31 March 2036
- 9 years
Description of possible extension:
the option to extend for a further two (2) periods of twenty-four (24) months, up to 31st March 2036.
Main procurement category
Goods
Additional procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKE44 - Calderdale and Kirklees
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Submission type
Tenders
Tender submission deadline
3 November 2025, 1:00pm
Submission address and any special instructions
All tender documents are available free of change from YORtender at the following website;
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
5 January 2026
Recurring procurement
Publication date of next tender notice (estimated): 1 April 2034
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Department Functionality Requirements | Quality | 35% |
| Price | Price | 30% |
| Application System Requirements | Quality | 25% |
| System Access, Implementation, Training, Support and Contract Management | Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Stage 1 Tender Stage
Step 1 - Compliance Checks
Step 2 - Excluded and excludable Suppliers
Step 3 - Conditions of Participation
Step 4 - Quality and Price assessment
Step 5 - Identification of Preferred Supplier
Step 6 - Notify unsuccessful Suppliers
Stage 2 Preferred Supplier Stage
Step 1 - Preferred Supplier Due Diligence (including proof of concept)
Justification for not publishing a preliminary market engagement notice
Market Engagement has been carried out by service prior to Procurement Act 2023 coming into effect.
Contracting authority
The Council of the Borough of Kirklees
- Public Procurement Organisation Number: PXHZ-9111-QHMJ
The Town Hall, Ramsden Street
Huddersfield
HD1 2TA
United Kingdom
Email: procurement@kirklees.gov.uk
Website: http://www.kirklees.gov.uk
Region: UKE44 - Calderdale and Kirklees
Organisation type: Public authority - sub-central government