Find a TenderAwardedContract details notice

Published 23 May 2025, 15:32 BST

Official UK procurement notice

Leisure Management System · UK public procurement notice

Official notice

Authority: The North Yorkshire Council (Local council)

ServicesOpen procedureAbove thresholdSME suitableVCSE suitable

Sectors: IT Services & Software (72) Delivery: Yorkshire & Humber (UKE2)

Published estimate£2,166,666≈ £605k / year · £2,600,000 inc. VAT · 2 value updates

Submissions closed 24 Oct 2025awarded 24 Dec 2025

Awarded to Gladstone MRM Limited

Contract term 3 yrs 7 moends 25 Aug 2029 · up to 25 Aug 2033 with extensions · starts 12 Jan 2026

What is being bought

Published requirement 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.

The authority expects to re-tender this requirement around 5 Jan 2032, 23:59 GMT.

CPV: IT services: consulting, software development, Internet and support

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrs 7 moSMEVCSEPublished value£2,166,666

Contract period: 12 Jan 2026 – 25 Aug 2029 (3 yrs 7 mo) · up to 25 Aug 2033 with extensionsValue: £2,166,666 exc. VAT · £2,600,000 inc. VAT

Delivery: Yorkshire & HumberEligibility: SME eligibleVCSE eligible

Extensions: The buyer reserves the right for additional purchases, described here, from the contractor: Additional licences may be purchased throughout the contract length. · Option to extend 2 x 24 months 25 August 2029 - 24 August 2031 25 August 2031 - 24 August 2033

72000000 IT services: consulting, software development, Internet and support

Pre-qualification & selection criteria (PQQ)2

Economic & financial standing
As detailed in Volume 3 Procurement Specific Questionnaire
Technical & professional ability
As detailed in Volume 3 Procurement Specific Questionnaire

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 70%Price: 30%

Published sub-criteria (3)

Technical: 20%
Quality: 50%
Cost: 30%

Published award criteria (3)

Cost
Technical
Quality

Conditions of participation2

Economic & financial standing
As detailed in Volume 3 Procurement Specific Questionnaire
Technical & professional ability
As detailed in Volume 3 Procurement Specific Questionnaire

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record

Procedure method: Open procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Yes · next expected 5 Jan 2032
First published: 23 May 2025, 15:32 BST
Last source update: 11 May 2026, 15:59 BST
Award evaluation window: Submission end – 22 Dec 2025
Authority reference: 173-NYC-RS
FTS notice number: 2025/S 000-054013
Latest notice: Contract details notice (UK7)
Classification (CPV): IT services: consulting, software development, Internet and support
Delivery area: Yorkshire & Humber (UKE2)
Official registry OCID: ocds-h6vhtk-0523de Find a Tender

Review and risk notes

Risks: 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.

How it was run

Official notice

Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply

Public notice page · account needed to bidElectronic submission allowedLanguage: EN

Access & registration note: Free · 5–10 minutes

Submission deadline: 24 Oct 2025, 11:00 BST
Clarification deadline: 24 Oct 2025, 11:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

23 May 2025 → 11 May 2026 · 10 dates

Planning notice published
23 May 2025, 15:32 BST
Next notice expected
2 Sept 2025, 23:59 BST
Tender notice published
4 Sept 2025, 15:30 BST
Clarification questions by357 days ago
24 Oct 2025, 11:00 BST
Submission deadline357 days ago
24 Oct 2025, 11:00 BST
Award decision expected by298 days ago
22 Dec 2025, 23:59 GMT
Assessment summaries sent297 days ago
24 Dec 2025
Standstill ends281 days ago
8 Jan 2026, 23:59 GMT
Contract starts278 days ago
12 Jan 2026
Latest notice published158 days ago
11 May 2026, 15:59 BST

Notice history

13 events · 6 releases on Find a Tender · since 23 May 2025

Pipeline notice published
23 May 2025, 15:32 BST
UK1
Preliminary market engagement notice published
28 Aug 2025, 14:17 BST
UK2
Published value updated to £2,600,000
28 Aug 2025, 14:17 BST
was £2,100,000
Tender notice published
4 Sept 2025, 15:30 BST
UK4
Published value updated to £2,166,666
4 Sept 2025, 15:30 BST
was £2,600,000
Status changed to active
4 Sept 2025, 15:30 BST
Deadline published: 10 Oct 2025, 11:00 BST
4 Sept 2025, 15:30 BST
Tender notice published
30 Sept 2025, 11:15 BST
UK4
Deadline moved to 24 Oct 2025, 11:00 BST
30 Sept 2025, 11:15 BST
+14 days · was 10 Oct 2025, 11:00 BST
Contract award notice published
24 Dec 2025, 11:53 GMT
UK6
Status changed to complete
24 Dec 2025, 11:53 GMT
Contract signature expected
12 Jan 2026, 23:59 GMT
scheduled
Contract details notice published
11 May 2026, 15:59 BST
UK7

Published amendments (1)

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. …

Routine re-releases (6)

2025-09: 1 release · 4 Sept 2025
2025-08: 1 release · 28 Aug 2025
2025-05: 1 release · 23 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £2,166,6661 award exc. VAT

Bids received 32 from SMEs

Contracts signed 1latest 20 Apr 2026

Awarded to	Value	Date	Status
Gladstone MRM LimitedSME +1 morejoint award12 Jan 2026 – 24 Aug 2029 · up to 24 Aug 2033Extensions: Option to extend 2 x 24 months 25 August 2029 - 24 August 2031 25 August 2031 - 24 August 2033 · Options: 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.	£2,166,666	24 Dec 2025	Awarded

Contracts

173-NYC-RS - Leisure Management System · Gladstone MRM LimitedSME +1 more
Signed
20 Apr 2026
Value
£2,166,666
Period
20 Apr 2026 – 24 Aug 2029 · up to 24 Aug 2033 with extensions
Status
active
Extensions
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.

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
3final-stage tenders · 6 at stage one	2	0	—

Contracting authority & participating public bodies

The North Yorkshire Council

Contracting authorityPublic authority - sub-central government GB-PPON: PNXY-8263-XCNL County Hall, Racecourse Lane,, Northallerton, Yorkshire & Humber, DL7 8ADContact name, email, phone

Bidders & participating suppliers

2 commercial parties on the notice

GLADSTONE MRM LIMITEDAwarded supplierGB-COH: 01548633GB-PPON: PRHV-9662-QQBZ Gladstone House Hithercroft Road, Oxfordshire, South East, OX10 9BTContact email
Gladstone MRM LimitedAwarded supplierGB-PPON: PRHV-9662-QQBZ Gladstone House, Hithercroft Road, Wallingford, South East, OX10 9BTContact email, phone

Official documents & specifications (6)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender11 May 2026, 15:59 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender24 Dec 2025, 11:53 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender30 Sept 2025, 11:15 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender4 Sept 2025, 15:30 BST
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender28 Aug 2025, 14:17 BST
Pipeline notice planningPipeline noticeUK1Pipeline notice on Find a Tender23 May 2025, 15:32 BST