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PROCUREMENT OPPORTUNITY

Leisure Management System

East Riding of Yorkshire Council · Tender notice on Find a Tender

Tender information last checkedLast checked 4 Oct 2026, 23:46.

Opportunity overview

Supply, implementation and maintenance of a full leisure centre management solution.

Classification

  • CPV37400000 — Sports goods and equipment
  • CPV48000000 — Software package and information systems

Lots

  • Lot LOT-0000£2m

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
2457-26
Status
active
Procurement Method
open
Procurement Method Details
Competitive flexible procedure
Main Procurement Category
goods
Above Threshold
Yes

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure

Features
THE PROCUREMENT PROCESS – Competitive Flexible Procedure This Procurement is being conducted under the Competitive Flexible Procedure, in accordance with the Procurement Act 2023 (PA23). This Procurement will be conducted in stages and there is no restriction on who can submit a Tender response. All tenderers who have accessed this Invitation to Tender (ITT) from the YORtender portal and expressed their interest will be eligible to tender. All the information required for this Procurement has been made available to Suppliers with the ITT. Tenders must be submitted in accordance with the timetable and instructions set out in this document, together with any additional information provided. The process to be undertaken is summarised below. Further additional information is provided throughout the documentation: • Publish tender notice and tender documentation A tender documentation pack and associated Find a Tender Service (FTS) notices will be issued via the Council’s e-procurement tendering system, YORtender. Suppliers will be invited to submit initial tenders based upon the information provided within the tender pack. During this time suppliers will be permitted to ask clarification questions via the YORtender messaging facility. Answers will be provided and supplied to all suppliers where it is appropriate to do so. • Receive initial tenders Initial tenders will be uploaded onto the YORtender e-procurement portal by the required deadline date/time. • Conditions of Participation Stage - assess tenders against PA23 Procurement Specific Questionnaire and additional Pre-Selection Pass/Fail criteria. Suppliers’ responses will be evaluated against published criteria and will be shortlisted accordingly. • Review tenders of shortlisted suppliers Submitted price schedules and method statements will be reviewed and evaluated by the Council project team to understand the products and services proposed by the suppliers. Where suppliers fail to reach a minimum quality threshold they will be eliminated from the process. • Period of clarification and dialogue with selected suppliers This phase of the procurement process will allow the Council and suppliers to clarify elements of the response and hold dialogue, where necessary to fully understand any aspect of the proposal of the supplier. This phase will allow the Council opportunity to modify its process going forward. Such modifications may include but not be limited to changes to specification and award criteria/weightings. It is anticipated that dialogue may be supplier specific and therefore it may not be necessary for dialogue to be held with all suppliers during this phase. • Review specification and assessment criteria Following any dialogue, the Council will review its specification and evaluation criteria and make amendments where it is deemed necessary to ensure any solution is fit for purpose and meets the aims and objectives of the Council. • Re-publish documentation and invite Best and Final Offers (BAFO) Updated documentation will be published to short listed suppliers who will be invited to submit their Best and Final Offer. • Evaluate BAFO’s Final tenders will be evaluated in accordance with the criteria published within the tender documentation with a view to identifying the highest scoring and therefore preferred supplier. • Due Diligence period with preferred supplier Following the evaluation, the Preferred Supplier will be identified – this will be the Supplier with the highest Total Score. The Preferred Supplier will be contacted for due diligence processes to be undertaken, which may include provision of documentation and or other supporting evidence to demonstrate compliance with / ability to meet the requirements set out within this Invitation to Tender. If the Preferred Supplier fails to evidence ability to meet all mandatory requirements detailed within the specification, this will constitute a Fail, and their tender will be excluded. The Supplier with the next highest Total Score will be considered the Preferred Supplier and subject to the Preferred Supplier Stage. The Preferred Supplier Process shall be repeated until a Preferred Supplier evidences that their solution meets the mandatory criteria. • Contract Award Suppliers will be notified of the outcome of the tender process by a letter sent digitally via the YORtender system, and the relevant FTS notices will be published as required. This will commence a stand still period of eight working days and a period of due diligence with the preferred supplier. • Confirm Contract Award The Council will confirm the contract award by notifying suppliers by a letter sent digitally via the YORtender system and the publication of an FTS contract details notice. General The intent of this procurement process is to invite tenders based on a published specification, whilst having a period of clarification and dialogue with suppliers which will enable the correction of any errors, misunderstandings and misinterpretations and understand any options available to the Council. This stage in the tender process will also allow the Council to firm up any elements of the specification based on suppliers’ initial responses and the requirement of the Council and internal resources available within it. Dialogue will commence when the Council invites suppliers that have successfully passed the selection stage to attend one or more dialogue and/or negotiation meetings. Please note that if the Council identifies that no additional benefit can be achieved through dialogue, then the Council reserves the right to proceed straight to the best and final offer stage. The Council will formally notify Bidders of any such decision. Furthermore, the Council reserves the right to only hold dialogue with suppliers where it deems it will be beneficial to do so.

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
24 Mar 2026, 12:00

Enquiry period

Ends
6 Mar 2026, 23:00

Expected award period

Ends
3 Aug 2026, 23:59

Lots and requirements

Entry 1
Id
LOT-0000
Status
active
Has Renewal
Yes

Value

Including VAT
2,400,000
Amount
2,000,000
Currency
GBP

Award criteria

Weighting Description
Please refer to ITT documentation for evaluation criteria details. In summary, both price and non-price criteria will be used to evaluate tenders. Non-price is comprised of pass/fail criteria, specification evaluation, method statement evaluation and a solution demonstration.

Criteria

Criterion 1
Type
cost
Name
Price
Criterion 2
Type
quality
Name
Non-Price

Contract period

Starts
1 Sept 2026, 01:00
Ends
31 Mar 2031, 23:59
Max Extent Date
31 Mar 2037, 23:59

Renewal

Description
Following implementation of the sytem there will be a four year initial contract term followed by three optional two year extension periods

Items and delivery

Item 1
Id
LOT-0000
Related Lot
LOT-0000

Additional Classifications

Entry 1
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 2
Scheme
CPV
Id
37400000
Description
Sports goods and equipment

Published documents

Entry 1
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 2
Id
010978-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
6 Feb 2026, 14:00
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
East Riding of Yorkshire Council
Id
GB-PPON-PZQH-9124-TMLN

Identifier

Scheme
GB-PPON
Id
PZQH-9124-TMLN

Address

Street Address
County Hall, Cross Street,
Locality
Beverley
Postal Code
HU17 9BA
Country
GB
Country Name
United Kingdom
Region
UKE12

Contact

Name
Andrew S Brown

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government

Recorded locations

  • Buyer location · Beverley · UKE12 · HU17 9BA · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. 010978-2026Tender notice on Find a Tender ·