Award

Provision of Support & Maintenance of the Idox Electronic Documents Records Management System

CAERPHILLY COUNTY BOROUGH COUNCIL

This public procurement record has 2 releases in its history.

Award

03 Apr 2025 at 10:37

UK6 - Contract Award Notice
Award

25 Mar 2025 at 10:51

UK5 - Transparency Notice
Summary of the contracting process

Caerphilly County Borough Council has completed a public procurement process for the Provision of Support & Maintenance of the Idox Electronic Documents Records Management System. The contract, awarded through a direct award method without competition, falls under the category of IT services, specifically consulting, software development, and support. The awarded contract to IDOX Software Ltd, a large supplier, has an initial period from 17 April 2025 to 31 March 2026, with the potential to extend for an additional 12 months. The procurement was necessary to renew the maintenance of the system while information is migrated to the Council’s SharePoint site. The contract value amounts to £46,506 gross (£38,755 net) in GBP.

This tender offers significant growth opportunities for businesses specialising in IT services, particularly those experienced in document management systems and public sector projects. Businesses suited to compete in future opportunities like this would include those capable of providing high-quality, reliable support and maintenance for electronic document systems. Companies that have established relationships with public authorities and a track record of handling similar projects under strict regulatory frameworks will benefit from participating in such tenders. The procurement underscores the importance of technical proficiency and the ability to manage and transition critical data systems securely and efficiently.

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Notice Information

Notice Title

Provision of Support & Maintenance of the Idox Electronic Documents Records Management System

Notice Description

Award of contract via Direct Award to IDOX Ltd for the Provision of Support & Maintenance of the Idox Electronic Documents Records Management System. The Council requires the maintenance of this system to be renewed for a period of 12 months with an option to extend for a further 12 months whilst the information is moved to the Council's SharePoint site.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04f84a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/012757-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

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

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£38,755 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
3 Apr 202510 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
25 Mar 202511 months ago
Contract Period
16 Apr 2025 - 31 Mar 2026 6-12 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CAERPHILLY COUNTY BOROUGH COUNCIL
Contact Name
Jessica Thomas
Contact Email
thomaj11@caerphilly.gov.uk
Contact Phone
+441443863382

Buyer Location

Locality
HENGOED
Postcode
CF82 7PG
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
Not specified
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Supplier Information

Number of Suppliers
1
Supplier Name

IDOX SOFTWARE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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