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Contract for Cloud Based Electronic Document Records Management Solution

Gateshead Borough Council

This public procurement record has 2 releases in its history.

TenderCancellation

19 May 2025 at 14:40

UK12 - Procurement Termination Notice
Tender

14 Mar 2025 at 16:25

UK4 - Tender Notice
Summary of the contracting process

Gateshead Borough Council initiated a procurement process for a "Contract for Cloud Based Electronic Document Records Management Solution". This procurement was targeted within the goods category, specifically focusing on technology solutions such as scheduling and productivity software packages, database-management systems, and electronic data management systems. The procurement aimed to replace the existing on-premise system with a cloud-based solution over six years (five years with an extension option). The tender was conducted using an open procedure, allowing broad participation, and the submission period for tenders ended on 14 April 2025. However, the tender process was later marked as complete and the award was cancelled on 19 May 2025 due to the contracting authority's decision during evaluation that the tender requirements could not be met, with further options now under review by the council.

This tender presented a significant opportunity for businesses specialising in cloud-based IT solutions to expand their clientele by providing innovative document management solutions. Companies with experience in delivering complex bespoke workflows and the ability to support scanning and multi-filing systems would have been well-suited for this contract, given its specified technical demands. Small and medium-sized enterprises (SMEs) could have particularly benefited from the opportunity, as the procurement was structured to accommodate their participation. Although the initial tender process was cancelled, businesses in this sector should stay attentive to future opportunities from Gateshead Borough Council, especially in light of the ongoing review to fulfil this requirement.

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Notice Information

Notice Title

Contract for Cloud Based Electronic Document Records Management Solution

Notice Description

Gateshead Council is looking to procure an off-the-shelf, cloud-based Electronic Document Records Management Solution (EDRM), on a 6 year contract basis (5 Years + 1 Year extension). This is to replace the current on-premise system. The solution must be able to support multiple filing structures, uploading via scanning, and bespoke workflows as detailed in the specification. The Council has a deadline of 31 March 2026 to mobilise the new solution, when the current contract expires.

Lot Information

Lot 1

Renewal: 1 extension included in contract of 12 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04ed83
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/022698-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48330000 - Scheduling and productivity software package

48612000 - Database-management system

48613000 - Electronic data management (EDM)

Notice Value(s)

Tender Value
£1,000,000 £1M-£10M
Lots Value
£1,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
19 May 20251 years ago
Submission Deadline
14 Apr 2025Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
23 May 2025 - 22 May 2030 Over 5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Gateshead Borough 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
GATESHEAD
Postcode
NE8 1HH
Postcode Area
Newcastle upon Tyne
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC43 Tyneside
Delivery Location
TLC North East (England)
Local Authority
Gateshead
Electoral Ward
Bridges
Westminster Constituency
Gateshead Central and Whickham

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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