Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Gateshead Borough Council
Civic Centre, Regent Terrace
Gateshead
NE81HH
UK
Contact person: Andrew Thompson
E-mail: andrewmthompson@gateshead.gov.uk
NUTS: UKC22
Internet address(es)
Main address: www.gateshead.gov.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Fleet Management Software System
II.1.2) Main CPV code
48100000
II.1.3) Type of contract
Supplies
II.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)
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
342 375.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
48100000
II.2.3) Place of performance
NUTS code:
UKC22
Main site or place of performance:
Gateshead Council, Street Scene and Fleet, Park Road, Gateshead, NE8 3HN
II.2.4) Description of the procurement
Direct Award using Crown Commercial Services RM6259 Vertical Application Solutions Framework Lot 1 Business Applications
II.2.5) Award criteria
Price
II.2.11) Information about options
Options:
Yes
Description of options:
2 x 24 month options to extend
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
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.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section V: Award of contract
Title: Fleet Management Software
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
16/09/2025
V.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Civica UK Limited
01628868
8th Floor, Southbank Central, 30 Stamford Street
London
SE1 9LQ
UK
NUTS: UKI
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 342 375.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Gateshead Council
Gateshead
UK
VI.5) Date of dispatch of this notice
03/10/2025