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W5118 Subject Access Request - FOIA Case Management System

Walsall Council

This public procurement record has 2 releases in its history.

AwardUpdate

12 Oct 2026 at 12:07

Award Notice
Award

12 Oct 2026 at 11:50

Award Notice
Summary of the contracting process

Walsall Metropolitan Borough Council procured a cloud-hosted correspondence and case management system for handling Freedom of Information (FOI), Subject Access Requests (SAR) and other disclosure requests. The system is intended to centralise case handling, automate processes, track compliance with statutory response timeframes, and provide reporting and evidence of how requests are managed. It replaces the Council’s existing Respond solution. This is a software and information systems service, delivered for the Council in Walsall.

The procurement is complete and a supplier has been selected. Fivium Limited won the contract, valued at £83,055. The award was made on 30 September 2026, and the contract period runs from 5 October 2026 to 4 October 2029. The Council used a selective procedure, making a call-off from a framework agreement. The stated procurement value matches the awarded value. The tender deadline was 18 September 2026. The requirement was identified as suitable for small and medium-sized enterprises. No award evaluation criteria or detailed scoring basis are reported.

This award shows demand at Walsall Council for specialist case management software that can handle FOI, SAR and related disclosure work in one cloud-hosted system. A credible competitor when this requirement next reaches the market would need to demonstrate secure, centralised case handling, practical workflow automation, service-level deadline tracking and clear management reporting. The system must support evidence-based practice and help staff manage statutory disclosure timeframes, rather than simply store correspondence. Experience replacing an existing case management solution and implementing a service across multiple disclosure processes would be relevant. The award went to an SME, and the requirement was considered suitable for SMEs, indicating that suppliers do not necessarily need to be large businesses to compete. The commercial fit is strongest for providers of public-sector correspondence, information rights or case management platforms.

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Notice Information

Notice Title

W5118 Subject Access Request - FOIA Case Management System

Notice Description

The Council needs to evidence the management of disclosure requests while achieving compliance with the disclosure timeframes of 21 days for FOI and 30 days for SAR which it currently is not achieving with the current system. It is a statutory requirement that requires streamlined processes in a single point of call system for evidence-based practice. A fully centralised system is required that enables automation and the use of technology to help speed up and control disclosure requests appropriately in line with the principles set out in law through the implementation of a cloud-hosted correspondence case management system (eCase).This will replace the existing "Respond" solution, enabling centralised case handling, SLA compliance tracking, automation, and reporting across FOI, SAR, and disclosure processes.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/f7c148a0-1cd1-4dd1-8ad5-2562ce5ce020
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
£83,055 Under £100K
Lots Value
Not specified
Awards Value
£83,055 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
12 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
30 Sep 20263 weeks ago
Contract Period
5 Oct 2026 - 4 Oct 2029 3-4 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
Walsall 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
WALSALL
Postcode
WS1 1TP
Postcode Area
Walsall
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG38 Walsall
Delivery Location
Not specified
Local Authority
Walsall
Electoral Ward
St Matthew's
Westminster Constituency
Walsall and Bloxwich

Supplier Information

Number of Suppliers
1
Supplier Name

Fivium Limited

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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