Planning

Electronic Document Record Management System

WEST NORTHAMPTONSHIRE COUNCIL

This public procurement record has 3 releases in its history.

Planning

09 Feb 2026 at 12:24

Planned Procurement Notice
Planning

02 Feb 2026 at 11:30

Planned Procurement Notice
Planning

30 Jan 2026 at 15:35

Market Engagement Notice
Summary of the contracting process

West Northamptonshire Council is currently in the planning stage for its procurement process titled "Electronic Document Record Management System". This initiative aims to streamline the council's disparate legacy electronic document systems into a cohesive and modern solution, addressing compliance, retention, and operational needs. The tender is classified under the CPV code 48311000, which denotes a document management software package. The council, located in Northampton, England, with postal code NN1 1ED, sees potential suppliers engaging until 13th February 2026, based on the engagement milestone deadline. This procurement process, initiated as a tender, represents an opportunity within the document management industry category, with an emphasis on producing an efficient and integrated records management solution for key council services.

This tender offers substantial opportunities for technology firms, especially small and medium-sized enterprises (SMEs), due to its focus on consolidating and upgrading electronic document and records systems. Companies specialising in document management software, system integration, and data archiving could find this tender particularly advantageous. By responding to West Northamptonshire Council's needs, businesses can expand their offerings into the public sector, promoting the implementation of comprehensive electronic systems across different service areas. The project's emphasis on a unified and modern approach presents a significant opportunity for businesses to demonstrate their expertise in creating scalable and adaptable solutions in public sector IT services.

How relevant is this notice?

Notice Information

Notice Title

Electronic Document Record Management System

Notice Description

West Northamptonshire Council (WNC) is a relatively new Local Authority that has inherited a wide range of electronic document systems and storage methods from predecessor councils. These legacy solutions vary in functionality, levels of automation, and overall maturity, which often results in manual processes to meet compliance, retention, and operational needs. Key services such as Housing, Revenues & Benefits, Regulatory Services, the post room and Pensions and Payroll rely heavily on electronic document and records management to process and store critical information from residents, businesses, and other stakeholders. The Council uses several inherited systems for records management, each supporting different service areas. Additionally, WNC have an archive and heritage service that require archiving for long-term retention of digital materials. The project will consider opportunities to bring these capabilities together into a more consistent and modern corporate approach; in some cases, for archive data only.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-d5601e65-4275-4f12-935c-c68408cf8ccd
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/8cc78e72-8778-4827-a797-b82d9714cff5
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Planned Procurement Notice
Procurement Type
Standard
Procurement Category
Not specified
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48311000 - Document management software package

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Feb 2026Today
Submission Deadline
Not specified
Future Notice Date
13 Feb 20263 days to go
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WEST NORTHAMPTONSHIRE COUNCIL
Contact Name
Not specified
Contact Email
procurement@westnorthants.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
NORTHAMPTON
Postcode
NN1 1ED
Post Town
Northampton
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF24 West Northamptonshire
Delivery Location
Not specified
Local Authority
West Northamptonshire
Electoral Ward
Castle
Westminster Constituency
Northampton North

Further Information

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-d5601e65-4275-4f12-935c-c68408cf8ccd-2026-02-09T12:24:15Z",
    "date": "2026-02-09T12:24:15Z",
    "ocid": "ocds-b5fd17-d5601e65-4275-4f12-935c-c68408cf8ccd",
    "language": "en",
    "initiationType": "tender",
    "title": "Electronic Document Record Management System",
    "planning": {
        "milestones": [
            {
                "id": "1",
                "title": "Engagement end date",
                "type": "engagement",
                "dueDate": "2026-02-13T23:59:59Z"
            }
        ],
        "documents": [
            {
                "id": "1",
                "documentType": "marketEngagementNotice",
                "description": "Early engagement notice on Contracts Finder",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/8cc78e72-8778-4827-a797-b82d9714cff5",
                "datePublished": "2026-01-30T15:35:17Z",
                "format": "text/html",
                "language": "en",
                "dateModified": "2026-02-09T12:24:15Z"
            },
            {
                "id": "2",
                "documentType": "plannedProcurementNotice",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/Attachment/6dc25900-26cc-416f-9da8-c4a6241bb180",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "3",
                "documentType": "plannedProcurementNotice",
                "url": "https://www.contractsfinder.service.gov.uk/Notice/Attachment/3a176c5c-e44e-4e08-a165-9ccda13fa389",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            }
        ]
    },
    "tender": {
        "id": "WNC00000612",
        "title": "Electronic Document Record Management System",
        "description": "West Northamptonshire Council (WNC) is a relatively new Local Authority that has inherited a wide range of electronic document systems and storage methods from predecessor councils. These legacy solutions vary in functionality, levels of automation, and overall maturity, which often results in manual processes to meet compliance, retention, and operational needs. Key services such as Housing, Revenues & Benefits, Regulatory Services, the post room and Pensions and Payroll rely heavily on electronic document and records management to process and store critical information from residents, businesses, and other stakeholders. The Council uses several inherited systems for records management, each supporting different service areas. Additionally, WNC have an archive and heritage service that require archiving for long-term retention of digital materials. The project will consider opportunities to bring these capabilities together into a more consistent and modern corporate approach; in some cases, for archive data only.",
        "status": "planning",
        "classification": {
            "scheme": "CPV",
            "id": "48311000",
            "description": "Document management software package"
        },
        "items": [
            {
                "id": "1",
                "deliveryAddresses": [
                    {
                        "postalCode": "NN1 1ED"
                    },
                    {
                        "postalCode": "NN1 1ED"
                    },
                    {
                        "postalCode": "NN1 1ED"
                    }
                ]
            }
        ],
        "suitability": {
            "sme": true,
            "vcse": false
        }
    },
    "parties": [
        {
            "id": "GB-SRS-supplierregistration.cabinetoffice.gov.uk/Ghxe296B",
            "name": "West Northamptonshire Council",
            "identifier": {
                "legalName": "West Northamptonshire Council",
                "scheme": "GB-SRS",
                "id": "supplierregistration.cabinetoffice.gov.uk/Ghxe296B"
            },
            "address": {
                "streetAddress": "ONE ANGEL SQUARE,ANGEL STREET",
                "locality": "NORTHAMPTON",
                "postalCode": "NN11ED",
                "countryName": "England"
            },
            "contactPoint": {
                "email": "procurement@westnorthants.gov.uk"
            },
            "roles": [
                "buyer"
            ]
        }
    ],
    "buyer": {
        "id": "GB-SRS-supplierregistration.cabinetoffice.gov.uk/Ghxe296B",
        "name": "West Northamptonshire Council"
    }
}