Award

Cemetery & Crematorium Administration System

THE MAYOR AND COMMONALTY AND CITIZENS OF THE CITY OF LONDON

This public procurement record has 2 releases in its history.

Award

27 May 2025 at 10:24

Award Notice
Tender

09 Jul 2024 at 14:55

Tender Notice
Summary of the contracting process

The procurement process, conducted by The Mayor and Commonalty and Citizens of the City of London, focused on acquiring a Cemetery & Crematorium Administration System for the City of London Cemetery and Crematorium. This institution serves as a significant burial and cremation site for Northeast London and parts of Southwest Essex. The contract was awarded to PlotBox (GSS (NI) Limited) under an open procedure aimed at full transparency. The contract, classified under the "Administration software package" industry category, is set for an initial duration of five years, starting from 28th April 2025, with the potential to extend for an additional two years. The total contract value, including the optional extension, amounts to £337,035 plus VAT. Key dates to note include the tender period's conclusion on 8th August 2024, and the process reached the award stage on 25th February 2025.

This tender offers considerable opportunities for growth for businesses specialising in software services, especially those focused on administration systems integrated with Geographic Information Systems (GIS) mapping. Companies with robust IT solutions that can ensure seamless integration with existing financial systems and improve operation efficiency would be well poised to benefit. While the contract in this instance has been awarded, similar opportunities frequently arise under open procedures, providing an accessible means for qualified businesses, including larger entities, to compete and expand their footprint in the public sector, particularly in the services category.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Cemetery & Crematorium Administration System

Notice Description

The procurement process followed an Open Procedure, ensuring full transparency and compliance with public sector procurement regulations. Multiple submissions were received and evaluated against rigorous technical and commercial criteria, PlotBox (GSS (NI) Limited) wining the contract. The contract relates to: The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year. The current burial and cremation administration system is used to record and manage burials and cremations. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856. The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery has acquired a system capable of integrating with the City's finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery. The contract duration is for an initial period of 5 years with the option to extend for an additional 2 years. Value for 5 years: PS268,195.00+VAT Value including 2 yea extension: PS337,035.00+VAT

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-50a0d682-ff22-4ea7-b7ac-9cb04d6bf808
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/d32668da-a3aa-426c-a9a1-9b6c694f77bc
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48219300 - Administration software package

Notice Value(s)

Tender Value
£337,035 £100K-£500K
Lots Value
Not specified
Awards Value
£337,035 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
27 May 20259 months ago
Submission Deadline
8 Aug 2024Expired
Future Notice Date
Not specified
Award Date
25 Feb 202512 months ago
Contract Period
27 Apr 2025 - 27 Apr 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE MAYOR AND COMMONALTY AND CITIZENS OF THE CITY OF LONDON
Additional Buyers

CITY OF LONDON CORPORATION

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC2P 2EJ
Post Town
Central London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI43 Haringey and Islington
Delivery Location
TLI London
Local Authority
Islington
Electoral Ward
Clerkenwell
Westminster Constituency
Islington South and Finsbury

Supplier Information

Number of Suppliers
1
Supplier Name

PLOTBOX (GSS (NI

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-b5fd17-50a0d682-ff22-4ea7-b7ac-9cb04d6bf808-2025-05-27T11:24:33+01:00",
    "date": "2025-05-27T11:24:33+01:00",
    "ocid": "ocds-b5fd17-50a0d682-ff22-4ea7-b7ac-9cb04d6bf808",
    "language": "en",
    "initiationType": "tender",
    "tender": {
        "id": "tender_491712/1478301",
        "title": "Cemetery & Crematorium Administration System",
        "description": "The procurement process followed an Open Procedure, ensuring full transparency and compliance with public sector procurement regulations. Multiple submissions were received and evaluated against rigorous technical and commercial criteria, PlotBox (GSS (NI) Limited) wining the contract. The contract relates to: The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year. The current burial and cremation administration system is used to record and manage burials and cremations. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856. The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery has acquired a system capable of integrating with the City's finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery. The contract duration is for an initial period of 5 years with the option to extend for an additional 2 years. Value for 5 years: PS268,195.00+VAT Value including 2 yea extension: PS337,035.00+VAT",
        "datePublished": "2024-07-09T15:55:52+01:00",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "48219300",
            "description": "Administration software package"
        },
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "region": "London",
                        "countryName": "United Kingdom"
                    },
                    {
                        "postalCode": "EC2P 2EJ"
                    },
                    {
                        "countryName": "British Oversea Territories"
                    },
                    {
                        "countryName": "Channel Islands"
                    },
                    {
                        "countryName": "Europe"
                    },
                    {
                        "countryName": "Isle of Man"
                    },
                    {
                        "countryName": "Rest of the World"
                    },
                    {
                        "countryName": "United Kingdom"
                    }
                ]
            }
        ],
        "minValue": {
            "amount": 268195,
            "currency": "GBP"
        },
        "value": {
            "amount": 337035,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure (above threshold)",
        "tenderPeriod": {
            "endDate": "2024-08-08T12:00:00+01:00"
        },
        "contractPeriod": {
            "startDate": "2025-04-28T00:00:00+01:00",
            "endDate": "2032-04-27T23:59:59+01:00"
        },
        "suitability": {
            "sme": false,
            "vcse": false
        },
        "mainProcurementCategory": "services",
        "documents": [
            {
                "id": "1",
                "documentType": "tenderNotice",
                "description": "Opportunity notice on Contracts Finder",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/848ce026-73be-48f1-8414-82a33626241d",
                "datePublished": "2024-07-09T15:55:52+01:00",
                "format": "text/html",
                "language": "en"
            },
            {
                "id": "2",
                "description": "Cemetery & Crematorium Administration System",
                "url": "https://www.capitalesourcing.com"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-CFS-239970",
            "name": "City of London Corporation",
            "identifier": {
                "legalName": "City of London Corporation"
            },
            "address": {
                "streetAddress": "The Mayor and Commonalty and Citizens of the City of London Guildhall, PO Box 270",
                "locality": "London",
                "postalCode": "EC2P 2EJ",
                "countryName": "England"
            },
            "contactPoint": {
                "email": "mitchell.walker@cityoflondon.gov.uk"
            },
            "details": {
                "url": "http://www.cityoflondon.gov.uk"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "GB-CFS-316723",
            "name": "The Mayor and Commonalty and Citizens of the City of London",
            "identifier": {
                "legalName": "The Mayor and Commonalty and Citizens of the City of London"
            },
            "address": {
                "streetAddress": "The Mayor and Commonalty and Citizens of the City of London Guildhall, PO Box 270",
                "locality": "London",
                "postalCode": "EC2P 2EJ",
                "countryName": "England"
            },
            "contactPoint": {
                "email": "mitchell.walker@cityoflondon.gov.uk"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "GB-CFS-318216",
            "name": "PlotBox (GSS (NI) Limited)",
            "identifier": {
                "legalName": "PlotBox (GSS (NI) Limited)"
            },
            "address": {
                "streetAddress": "Kernohans Lane, Ballymena, Co. Antrim BT43 7QA"
            },
            "details": {
                "scale": "large",
                "vcse": false
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "id": "GB-CFS-316723",
        "name": "The Mayor and Commonalty and Citizens of the City of London"
    },
    "awards": [
        {
            "id": "ocds-b5fd17-50a0d682-ff22-4ea7-b7ac-9cb04d6bf808-1",
            "status": "active",
            "date": "2025-02-25T00:00:00Z",
            "datePublished": "2025-05-27T11:24:33+01:00",
            "value": {
                "amount": 337035,
                "currency": "GBP"
            },
            "suppliers": [
                {
                    "id": "GB-CFS-318216",
                    "name": "PlotBox (GSS (NI) Limited)"
                }
            ],
            "contractPeriod": {
                "startDate": "2025-04-28T00:00:00+01:00",
                "endDate": "2032-04-27T23:59:59+01:00"
            },
            "documents": [
                {
                    "id": "1",
                    "documentType": "awardNotice",
                    "description": "Awarded contract notice on Contracts Finder",
                    "url": "https://www.contractsfinder.service.gov.uk/Notice/d32668da-a3aa-426c-a9a1-9b6c694f77bc",
                    "datePublished": "2025-05-27T11:24:33+01:00",
                    "format": "text/html",
                    "language": "en"
                }
            ]
        }
    ]
}