Hosted Box Office Ticketing Solution for Leicester City Council

Hosted Box Office Ticketing Solution for Leicester City Council

Leicester City Council is inviting tenders on the terms set out in this Invitation to Tender (ITT) for a single Contractor to supply a hosted box office ticketing solution for Leicester City Council with the capacity to incorporate up to ten additional venues.

United Kingdom-Leicester: IT services: consulting, software development, Internet and support

2013/S 224-390099

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Leicester City Council
New Walk Centre, Welford Place
LE1 6ZG Leicester
Telephone: +44 1164541274

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

As per contract documentation and section II
As per contract documentation and section II

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Hosted Box Office Ticketing Solution for Leicester City Council.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
NUTS code UKF21

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

IT services: consulting, software development, Internet and support. Technical computer support services. Provider services. System and support services. Software maintenance and repair services. Software package and information systems. Transaction-processing software package. Entertainment software package. Sales or marketing software package. Training services. Customer Relation Management software package. Hardware. Point of sale (POS) software package. Theatre management system. Leicester City Council is inviting tenders on the terms set out in this Invitation to Tender (ITT) for a single Contractor to supply a hosted box office ticketing solution for Leicester City Council with the capacity to incorporate up to ten additional venues.
The solution must include: delivery, installation, training and support. The software solution must have multi-venue capabilities, customer relationship management and marketing functionality. The system will be flexible so that the Council can accept any appropriate new developments to the chosen software if they become available during the contract period.
II.1.6)Common procurement vocabulary (CPV)

72000000, 72611000, 72410000, 72250000, 72267000, 48000000, 48217000, 48932000, 48481000, 80500000, 48445000, 44316400, 48110000, 48814300

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The solution must include any necessary hardware, software, systems and other peripherals required to establish and operate the system as well as allow potential change amendments to the contract such as additional training requests, licences and additional system users. The supplier must include in the cost comprehensive initial training for staff and on-going annual technical support with options of 5 day, 7 day and out of hours cover.
The system must be a complete point-of-sale solution for theatres, cinemas, museums, visitor attractions, festivals, sporting events, visitor information centres, etc and enable customers to purchase tickets and/or merchandise to multiple events across venues in a single transaction. The system should be web-based with the database and application hosted remotely by either directly by the supplier or a third party service provider in a safe, secure facility. The integrated solution must allow for real-time ability to order tickets and/or merchandise using any computer’s browser, tablet or smart phone.
The software system must be feature rich to support both point-of-sale and online ticket sales with the ability to configure seating maps, series or events, implement customised ticket templates and print at home tickets as well as process donations, memberships, merchandise, packages and coupons. The system needs to allow skinning capabilities on user interface appearance to brand the application according to the venue’s corporate brand and image. The customer relationship management function must be specific to venue client with access restrictions to individual customer and financial data yet have central management server ability for software system’s operational and maintenance requirements.
The system must have seamless integration with Capita, Leicester City Council’s payment collection service, with all transactions encrypted secure and in strict compliance with the Payment Card Industry Data Security Standard (PCI DSS) and Payment Application Data Security Standard (PA-DSS). The system should expand server power to meet the need of ticket sales so that high-volume processing occurs without disruption to purchase process during peak time for on-sales. The system will allow ticket and retail barcode scanner capability to serve as a ticket authentication tool and use add-on devices at point of sale stations, including electronic cash drawers, bar-code scanners, card payment readers and receipt or invoice printers.
Estimated value excluding VAT:
Range: between 200 000 and 800 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The provision of appropriate guarantees, warranties and bonds is reserved.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the contract documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

2.1.2014 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.The value range of the contract given GBP 200 000 to GBP 800 000 is for the whole life of the contract including the options to extend if taken up.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-20131115-PRO-5269455

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:15.11.2013