Find a TenderAwardedContract details notice

Published 21 Aug 2025, 16:00 BST

Official UK procurement notice

Leisure Management System · UK public procurement notice

Official notice

Authority: University of Kent (Education)·Consortium: 2 public authorities

ServicesBelow threshold - open competitionBelow thresholdSME suitable

Sectors: Software Packages & ERP (48)IT Services & Software (72) Delivery: UKSouth East (UKJ4)

Published estimate£100,000≈ £33k / year · £120,000 inc. VAT0.4% below published estimate

Submissions closed 17 Sept 2025awarded 24 Oct 2025

Awarded to Gladstone MRM Limited

Contract term 3 yrsends 31 Jul 2029 · starts 31 Jul 2026

What is being bought

Published requirement description

In September 2023, Kent Sport launched a new sports strategy aiming to support and improve student and staff health and wellbeing and attract the local community on to campus to enjoy the plethora of facilities. With the increased necessity to generate

income, improve membership recruitment and retention and provide a seamless overall customer experience, procuring a new Leisure Management System (LMS) is an essential step in reaching these outcomes for the department.

The LMS will replace the current system which is unable to meet key operational requirements with limitations in reporting functionality and data management capabilities. A replacement solution is required to provide comprehensive, accurate and timely reporting and data management.

CPV: IT services: consulting, software development, Internet and support · Scheduling software package · Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1Awarded 3 yrsSMEPublished value£100,000

Contract period: 31 Jul 2026 – 31 Jul 2029 (3 yrs)Value: £100,000 exc. VAT · £120,000 inc. VAT

Delivery: South EastEligibility: SME eligible

48000000 Software package and information systems 48332000 Scheduling software package 72000000 IT services: consulting, software development, Internet and support

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: 75%Price: 25%

Published sub-criteria (2)

Technical: 75%
Commercial: 25%

Published award criteria (2)

Commercial: Each Participant's total cost will be compared against the lowest cost submitted. This allows the Authority to calculate the percentage of marks to be awarded and this percentage is then applied to the total number of marks available for pricing 25%. 6.2.3.2 Each response will be compared to the lowest total price or percentage as indicated in the following formula: Score = [[Lowest Price in £/Participant's Price in £] x price weighting]. Results will be rounded to 2 decimal places
Technical: Participants must submit a single response to each of the questions listed in the Technical Questionnaire document enclosed at Schedule 8. For each question, only the information you provide specifically within that specific single question will be considered in evaluating your answer to that particular question. Any documentation uploaded elsewhere, or information not detailed within that single question response document, will not be considered in the evaluation of that question.

What this means for your bid

Price carries 25 of 100 points: a 10% discount moves about 2.5 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: Below threshold - open competition
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Below threshold
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Unspecified in notice
First published: 21 Aug 2025, 16:00 BST
Last source update: 5 Jun 2026, 14:28 BST
Authority reference: CB25_004
FTS notice number: 2025/S 000-050620
Latest notice: Contract details notice (UK7)
Classification (CPV): IT services: consulting, software development, Internet and supportScheduling software packageSoftware package and information systems
Delivery area: UKSouth East (UKJ4)
Official registry OCID: ocds-h6vhtk-058c56 Find a Tender

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 allowed

Access & registration note: Free · 5–10 minutes

Submission deadline: 17 Sept 2025, 12:00 BST
Clarification deadline: 8 Sept 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed

Detailed submission instructions & authority contactsFrom official release

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

Timeline

21 Aug 2025 → 31 Jul 2026 · 5 dates

Tender notice published
21 Aug 2025, 16:00 BST
Clarification questions by
8 Sept 2025, 12:00 BST
Submission deadline398 days ago
17 Sept 2025, 12:00 BST
Latest notice published137 days ago
5 Jun 2026, 14:28 BST
Contract starts82 days ago
31 Jul 2026, 00:00 BST

Notice history

9 events · 5 releases on Find a Tender · since 21 Aug 2025

Tender notice published
21 Aug 2025, 16:00 BST
UK4
Tender notice published
8 Sept 2025, 15:03 BST
UK4
Tender notice published
11 Sept 2025, 16:02 BST
UK4
Deadline moved to 17 Sept 2025, 12:00 BST
11 Sept 2025, 16:02 BST
+2 days · was 15 Sept 2025, 12:00 BST
Contract award notice published
24 Oct 2025, 13:23 BST
UK6
Status changed to complete
24 Oct 2025, 13:23 BST
Buyer details updated
24 Oct 2025, 13:23 BST
Contract signature expected
5 Nov 2025, 23:59 GMT
scheduled
Contract details notice published
5 Jun 2026, 14:28 BST
UK7

Published amendments (1)

This procurement is not exclusively for SME's.

Routine re-releases (5)

2025-09: 1 release · 8 Sept 2025
2025-08: 1 release · 21 Aug 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £99,6231 award exc. VAT

Bids received 66 from SMEs

Contracts signed 1latest 2 Apr 2026

Awarded to	Value	Date	Status
Gladstone MRM LimitedSMELeisure Management System (LMS)31 Jul 2026 – 31 Jul 2029	£99,623	24 Oct 2025	Awarded

Contracts

Contract 1 · Gladstone MRM LimitedSME
Signed
2 Apr 2026
Value
£99,623
Period
31 Jul 2026 – 31 Jul 2029
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
6final-stage tenders	6	0	—

Contracting authority & participating public bodies

2 public bodies on the notice

The University Of Kent

Contracting authorityPublic authority - sub-central government GB-PPON: PDYN-9654-JPQJ · GB-UKPRN: 10007150 The Registry,, Canterbury, South East, CT2 7NZContact name, email

Consortium members and other public bodies

University of KentContracting authorityPublic authority - sub-central governmentGB-PPON: PDYN-9654-JPQJ Canterbury, Kent, South EastContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice

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

Official documents & specifications (5)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender5 Jun 2026, 14:28 BST
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender24 Oct 2025, 13:23 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender11 Sept 2025, 16:02 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender8 Sept 2025, 15:03 BST
Tender notice tenderTender noticeUK4Tender notice on Find a Tender21 Aug 2025, 16:00 BST