Find a TenderAwarded without competition

Published 3 Oct 2025, 12:40 BST

Official UK procurement notice

Fleet Management Software System

Official notice

Authority: Gateshead Council (Local council)

GoodsAward procedure without prior publication of a call for competition

Sectors: Software Packages & ERP (48) Delivery: North East (UKC22)

Awarded value£342,375published contract · exc. VAT

Awarded 16 Sept 2025no call for competition

Awarded to CIVICA UK LIMITED

What is being bought

Published requirement 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)

CPV: Industry specific software package

The lotProcurement structure

single lot · no lot value published

Lot #1Awarded

Direct Award using Crown Commercial Services RM6259 Vertical Application Solutions Framework Lot 1 Business Applications

Delivery: North East · Gateshead Council, Street Scene and Fleet, Park Road, Gateshead, NE8 3HN

Extensions: 2 x 24 month options to extend

48100000 Industry specific software package

Procedure terms & legal framework

From the official record

Procedure method: Award procedure without prior publication of a call for competition
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded without competition
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Direct award (no call for competition)
GPA / WTO covered: Yes (GPA)
Recurring procurement: Unspecified in notice
First published: 3 Oct 2025, 12:40 BST
Last source update: 3 Oct 2025, 12:40 BST
FTS notice number: 2025/S 000-062126
Classification (CPV): Industry specific software package
Delivery area: North East (UKC22)
Official registry OCID: ocds-h6vhtk-05a7d8 Find a Tender

Why no open competition: The procurement falls outside the scope of application of the directive
Published justification: 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.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £342,3751 contract exc. VAT

Bids received 1

Contracts signed 1latest 16 Sept 2025

Awarded to	Value	Date	Status
CIVICA UK LIMITEDFleet Management Software	£342,375 †	—	Awarded

Contracts

Fleet Management Software · CIVICA UK LIMITED
Signed
16 Sept 2025
Value
£342,375
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
1bids	—	—	—

Contracting authority & participating public bodies

Gateshead Borough Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Civic Centre, Regent Terrace, Gateshead, North East, NE81HHContact name, email

Dispute resolution & review bodies

Gateshead CouncilReview body Gateshead

Bidders & participating suppliers

1 commercial party on the notice

Civica UK LimitedAwarded supplierGB-COH: 01628868 8th Floor, Southbank Central, 30 Stamford Street, London, London, SE1 9LQ

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.