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Consultation and Engagement System

The North Yorkshire Council

This public procurement record has 2 releases in its history.

Award

14 Aug 2026 at 09:39

UK7 - Contract Details Notice
Tender

09 Apr 2026 at 15:30

UK4 - Tender Notice
Summary of the contracting process

North Yorkshire Council procured a survey platform for continuing consultation and engagement with residents, businesses and other stakeholders. The requirement covers a hosted survey and engagement system, including communication software and associated IT, software development, internet and support services. The platform is intended to support the council’s ongoing consultation exercises rather than a one-off research project. Delivery is for North Yorkshire Council’s activities in the United Kingdom, with the participation requirement reserved to organisations located in North Yorkshire. The procurement is for services and may include additional licences purchased during the contract. This is relevant to suppliers providing online survey, consultation, engagement, feedback or stakeholder-management platforms, together with the technical support needed to operate them for a public authority.

The procurement is complete and the contract was awarded to SmartSurvey Limited, an SME. It used a below-threshold open competition, with electronic submission allowed. There was one lot. The estimated tender value was £110,000 excluding VAT (£132,000 including VAT). Evaluation awarded 40% to quality, 40% to price and 20% to technical considerations. The contract was signed and started on 15 June 2026, with an initial end date of 14 June 2028. It has two extension options: 24 months from 15 June 2028 to 14 June 2030, followed by 12 months to 14 June 2031. The contract value is £77,100 excluding VAT (£92,520 including VAT). The contract is active and the award is active.

This outcome identifies a recurring public-sector requirement for a reliable survey and engagement platform that can support resident, business and stakeholder consultation at council scale. A credible competitor would need a mature software product covering survey creation, response collection, communication and reporting, backed by dependable hosting, user support, maintenance and technical service capability. Suppliers should be able to demonstrate that their platform can support continuing consultation programmes, rather than only individual surveys, and accommodate additional user or service licences during delivery. The evaluation shows that both service quality and price carry equal weight, while technical capability is also assessed separately. Smaller businesses and voluntary, community or social enterprises were considered suitable, so a focused specialist provider could compete effectively if it can evidence robust delivery and public-sector usability.

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Notice Information

Notice Title

Consultation and Engagement System

Notice Description

North Yorkshire Council have awarded a contract to deliver a survey platform that enables the council to continue ongoing consultation and engagement exercises with residents, businesses and stakeholders.

Lot Information

Lot LOT-0000

Options: Additional licences may be purchased throughout the contract length.

Renewal: 1st extension option of 24 months from 15th June 2028 - 14th June 2030 2nd extension option of 12 months from 15th June 2030 - 14th June 2031

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-067f49
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/077507-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48510000 - Communication software package

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
£110,000 £100K-£500K
Lots Value
£110,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£77,100 Under £100K

Notice Dates

Publication Date
14 Aug 20261 months ago
Submission Deadline
29 Apr 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
15 Jun 2026 - 14 Jun 2028 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The North Yorkshire Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
NORTHALLERTON
Postcode
DL7 8AD
Postcode Area
Darlington
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE2 North Yorkshire
Small Region (ITL 3)
TLE22 North Yorkshire
Delivery Location
Not specified
Local Authority
North Yorkshire
Electoral Ward
Romanby
Westminster Constituency
Richmond and Northallerton

Supplier Information

Number of Suppliers
1
Supplier Name

SMARTSURVEY LTD

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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