Tender for Box Office Ticketing Solution

Tender for Box Office Ticketing Solution

Leeds City Council is seeking tenders for a cloud based Box Office Ticketing Solution to be used in its Town Hall, Theatres and for other events hosted around the city by the council.

United Kingdom-Leeds: Software package and information systems

2020/S 144-355936

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Leeds City Council
Postal address: 40 Great George Street
Town: Leeds
NUTS code: UKE YORKSHIRE AND THE HUMBER
Postal code: LS1 3DL
Country: United Kingdom
Contact person: James Firth
E-mail: its.procurement@leeds.gov.uk
Telephone: +44 1133784357
Internet address(es):Main address: http://www.leeds.gov.uk

Address of the buyer profile: www.yortender.co.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.yortender.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.yortender.co.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.yortender.co.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

Recreation, culture and religion

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

ITS201928 Box Office Ticketing Solution

Reference number: DN474003

II.1.2)Main CPV code

48000000 Software package and information systems

II.1.3)Type of contract

Supplies

II.1.4)Short description:

Leeds City Council is seeking tenders for a cloud based Box Office Ticketing Solution to be used in its Town Hall, Theatres and for other events hosted around the city by the Council (Leeds International Concert Season, Leeds International Film Festivals (plus Young and INDI festivals) and Leeds International Beer Festival).

The solution must as a minimum include:

• hosted box office ticketing software;

• implementation services;

• configuration services;

• integration services;

• on-going support and maintenance services;

• solution development and customisation;

• training;

• software upgrades;

• associated hardware (optional).

The initial contract term will be 3 years with 3 further options to extend by periods of 24 months (3 + 2 + 2 + 2).

The Council is seeking to appoint a single supplier who can offer the full range of box office and ticketing services. Lots were considered, the Council concluded that the service would be more cost effective to deliver with 1 supplier.

II.1.5)Estimated total value

Value excluding VAT: 475 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48000000 Software package and information systems

II.2.3)Place of performance

NUTS code: UKE42 Leeds

II.2.4)Description of the procurement:

Leeds City Centre Box Office (CCBO) is the ticketing department for Leeds City Council. It services Leeds Town Hall, Carriageworks Theatre, Millennium Square, Leeds International Concert Season, Leeds International Film Festivals (plus Young and INDI festivals) and Leeds International Beer Festival. It generates in excess of GBP 3 m of ticketing revenue per annum and delivers 250 000 ticket sales over 2 300+ event instances each year.

The Box Office also has ambitions to support Leeds City Councils wider cultural offering, including Breeze, Child Friendly Leeds and Leeds Museums and Galleries to support a unified approach to cultural delivery in Leeds. The Council is looking to procure a cloud based ticketing and CRM system which enables this approach to a singular cultural database of event attendees, membership holders and philanthropists to enable the Council to analyse data, create operational, marketing and programming strategies to deliver the best cultural experience possible. Leeds City Council has the ambition to be a digital, cultural and child friendly city and the solution procured must support these aims. The solution needs to support multiple venues, requirements and avenue into the booking and CRM process through multiple website integrations. The council requires a partner to deliver its ambitious aims that is willing to be an integral part of the journey and an advocate for that cultural drive.

‘Any questions in relation to this tender must be submitted through the discussions link on www.yortender.co.uk Any issues with the Yortender portal should be directed to ProContractSuppliers@proactis.com or you can log a call at http://proactis.kayako.com/procontractv3/Core/Default/Index, telephone: 0330 005 0352’

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 475 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

3 x 2 years.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

‘Any questions in relation to this tender must be submitted through the discussions link on www.yortender.co.uk. Any issues with the Yortender portal should be directed to ProContractSuppliers@proactis.com or you can log a call at http://proactis.kayako.com/procontractv3/Core/Default/Index, telephone: 0330 005 0352’

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 26/08/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 26/08/2020
Local time: 12:00
Place:

www.yortender.co.uk

Procurement and Commercial Services, Leeds City Council.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: Leeds City Council
Postal address: Civic Hall, Portland Square
Town: Leeds
Postal code: LS1 1UR
Country: United Kingdom
Telephone: +44 1133784357
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

23/07/2020