Award

Software Solution for Board Meeting Management and Governance with Optional Risk Management System

GRAMPIAN HOUSING ASSOCIATION LTD

This public procurement record has 2 releases in its history.

Award

06 Oct 2025 at 14:06

Tender

24 Jun 2025 at 14:40

Summary of the contracting process

The Grampian Housing Association Ltd is currently engaged in an open procedure procurement process seeking to appoint a single supplier for a software solution designed to manage Board meetings and governance, with an optional risk management system. This procurement falls under the industry category of "Software package and information systems" (CPV code: 48000000) and is of particular relevance to suppliers in the goods category. The geographic scope includes Aberdeen City, Aberdeenshire and Moray (region: UKM5 in Scotland). The tender process, active as of 24th June 2025, outlines the requirement for the software to be fully operational by 1st October 2025, with the initial contract period set for three years and potential extensions up to two additional years, contingent on performance. The final date for submissions was 29th July 2025.

This tender offers substantial opportunities for businesses specialising in software solutions, particularly those with a proven track record within the Registered Social Landlord sector in Scotland. Companies able to deliver high-quality, user-centric solutions that enhance governance and meeting management will find a strong competitive edge. The procurement explicitly supports the appointment of a supplier who can demonstrate relevant experience and accreditation, making it ideal for businesses with existing credentials in delivering similar systems. By participating, companies have the potential not only to secure a significant contract spanning several years but also to establish a long-term relationship with an influential housing association, potentially opening pathways for further projects within the public sector.

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Notice Title

Software Solution for Board Meeting Management and Governance with Optional Risk Management System

Notice Description

GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system

Lot Information

Lot 1

You are invited to submit a tender for the provision of a software solution to facilitate Board meeting management and governance with an optional risk management system to translate GHA's appetite for risk for the Grampian Group. We acknowledge that a risk management system may not be available in all Board management/governance software solutions. This element is therefore viewed as optional and not mandatory. This tender may be awarded without a risk management system. The scoring reflects this. Access to the software will be required for approximately 65 users including 20 Board members, 30 members of staff (5 of whom are administrators) and 15 external stakeholders (e.g. SHR, external and internal auditors). It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025, for an initial period of three years. There is also potential for an extension up to a further two years to the contract, subject to satisfactory performance. Any extension of the contract will be entirely at the discretion of GHA. The contract is subject to reappointment annually. GHA is looking for software which has been successfully implemented within the Registered Social Landlord (RSL) sector, preferably in Scotland, to meet the requirements set out above and in Appendix C.

Renewal: Up to a further 24 months

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0552c7
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/062575-2025
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

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

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

Notice Dates

Publication Date
6 Oct 20254 months ago
Submission Deadline
29 Jul 2025Expired
Future Notice Date
Not specified
Award Date
6 Oct 20254 months ago
Contract Period
Not specified - Not specified
Recurrence
1 October 2028 unless extension is granted for up to two further years.

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
GRAMPIAN HOUSING ASSOCIATION LTD
Contact Name
Tracy Ord
Contact Email
tracy.ord@grampianhousing.co.uk
Contact Phone
+44 1224202900

Buyer Location

Locality
ABERDEEN
Postcode
AB10 1TD
Post Town
Aberdeen
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM5 North Eastern Scotland
Small Region (ITL 3)
TLM50 Aberdeen City and Aberdeenshire
Delivery Location
TLM5 North Eastern Scotland

Local Authority
Aberdeen City
Electoral Ward
Midstocket/Rosemount
Westminster Constituency
Aberdeen South

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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