Section one: Contracting authority
one.1) Name and addresses
Gateshead Borough Council
Civic Centre, Regent Terrace
Gateshead
NE81HH
Contact
Andrew Thompson
andrewmthompson@gateshead.gov.uk
Country
United Kingdom
Region code
UKC22 - Tyneside
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Fleet Management Software System
two.1.2) Main CPV code
- 48100000 - Industry specific software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Cloud based Fleet Management System to look after the daily running and administration aspects of the Council's vehicle and plant assets. The system will cover:
· Fleet and Asset Administration
· Document Management
· Drivers, Training, Licence, Risk
· Accident Management
· Hire Management
· Maintenance Scheduling
· Maintenance Jobs and Cost Control
· Standard Jobs
· Stores Management
· Defect Management
· Multiple Asset Support (Parent-Child)
· Fuel Management (including EV)
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £342,375
two.2) Description
two.2.2) Additional CPV code(s)
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UKC22 - Tyneside
Main site or place of performance
Gateshead Council, Street Scene and Fleet, Park Road, Gateshead, NE8 3HN
two.2.4) Description of the procurement
Direct Award using Crown Commercial Services RM6259 Vertical Application Solutions Framework Lot 1 Business Applications
two.2.5) Award criteria
Price
two.2.11) Information about options
Options: Yes
Description of options
2 x 24 month options to extend
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
The current provider informed the Council of the system hitting 'end of life' but there was not an adequate amount of time for a full tender process to be completed. As a 12 month extension to the current contract was not offered by the current provider, only a 24 month minimum term, the decision was made to continue with the current provider and upgrade to their replacement system Previous demonstrations had been carried out by the Council and further ones provided to ensure that it was suitable and provided all functionality required.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract
Title
Fleet Management Software
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
16 September 2025
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Civica UK Limited
8th Floor, Southbank Central, 30 Stamford Street
London
SE1 9LQ
Country
United Kingdom
NUTS code
- UKI - London
Companies House
01628868
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £342,375
Total value of the contract/lot: £342,375
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Gateshead Council
Gateshead
Country
United Kingdom