Tender

Governor Document Storage and Communications Platform

CAMBRIDGESHIRE COUNTY COUNCIL

This public procurement record has 5 releases in its history.

TenderUpdate

12 Aug 2025 at 16:03

UK4 - Tender Notice
TenderUpdate

12 Aug 2025 at 15:52

UK4 - Tender Notice
Tender

12 Aug 2025 at 11:22

UK4 - Tender Notice
PlanningUpdate

29 Jul 2025 at 15:25

UK2 - Preliminary Market Engagement Notice
Planning

29 Jul 2025 at 15:22

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Cambridgeshire County Council is currently seeking proposals for the provision of a "Governor Document Storage and Communications Platform", aimed at governance bodies within the region. This tender falls under the "Software package and information systems" category, with a focus on goods within the UKH12 region. The procurement process is at the tender stage and involves an open competition method, remaining below the threshold. Key deadlines include the closure of the tender period on 19th August 2025 at 09:00 AM, and the end of the enquiry period on 14th August 2025 at 06:00 PM. The contract is to commence on 1st September 2025 and conclude on 31st August 2027.

This tender presents substantial opportunities for businesses specialising in software development, particularly those adept at creating secure, GDPR-compliant platforms. Companies that can provide integrated solutions with training capabilities, and enhanced user engagement functions will be well-suited to compete. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) with a focus on governance software solutions have a great opportunity to expand their operations by securing a contract valued at £73,000. The procurement's focus on quality and innovation, as reflected in its 50% Quality and 50% Price award criteria, rewards businesses that deliver superior and secure digital solutions tailored to educational and public sector needs.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Governor Document Storage and Communications Platform

Notice Description

Provision of a document storage and communications platform for governance bodies within Cambridgeshire. The Council is looking for a provider to deliver on, but not limited to, the following: 3.1 A maximum of 121 licenses (school settings) to utilise an online document storage and communications platform for Governing Bodies of its schools and academies, with a total approximate user count of 1500. 3.2 Provide necessary training and development to enable new users and employees (e.g. Clerks to Governors) to access and utilise software appropriately 3.3 Provide opportunities for secure, GDPR compliant online documentation storage which can be uploaded by assigned users 3.4 Provide opportunities for assigned members to access broader Local Authority support and guidance documentation from a centralised library of documents (with restrictions as defined by the purchaser) 3.5 Provide a secure platform for communications amongst members of the Governing Body 3.6 Provide the purchaser with the opportunity to oversee engagement and usage, as well as accessing documentation with the prior permission of end users. 3.7 Enable integration with complementary governance tools, allowing seamless access to expert guidance, policy templates, and sector updates directly within the platform. 3.8 Provide functionality for scheduling meetings, sharing agendas, and tracking attendance, with automated reminders and calendar syncing for Governing Body members. 3.9 Support granular permission settings to ensure that users (e.g. governors, clerks, headteachers) only access documents and features relevant to their roles, enhancing security and usability. 3.10 Provide customisable dashboards for individual schools or academies to highlight key documents, upcoming meetings, and recent communications. 3.11 Offer configurable notifications and alerts for new documents, messages, or updates, helping users stay informed and engaged. 3.12 Provide functionality for Governing Body members to complete and record statutory compliance tasks via tick-box declarations, including but not limited to: Confirmation of having read Keeping Children Safe in Education guidance and Declaration of Pecuniary Interests. 3.13 Potential to provide functionality for Governing Body members and Clerks to browse, register, and manage attendance for online training sessions directly through the platform.

Planning Information

Cambridgeshire County Council is interested in understanding from suppliers whether the requirements scoped out above can be supplied by any organisations to allow the council to deliver this service across the county.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-056862
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/048190-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME, VCSE
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
£73,000 Under £100K
Lots Value
£73,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Aug 20256 months ago
Submission Deadline
19 Aug 2025Expired
Future Notice Date
6 Aug 2025Expired
Award Date
Not specified
Contract Period
31 Aug 2025 - 31 Aug 2027 1-2 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
CAMBRIDGESHIRE COUNTY COUNCIL
Contact Name
Saskia Higginson
Contact Email
saskia.higginson@cambridgeshire.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
ALCONBURY WEALD, HUNTINGDON
Postcode
PE28 4YE
Post Town
Peterborough
Country
England
Major Region (ITL 1)
TLH East (England)
Basic Region (ITL 2)
TLH4 Cambridgeshire and Peterborough
Small Region (ITL 3)
TLH42 Cambridgeshire CC
Delivery Location
TLH East (England), TLH12 Cambridgeshire CC
Local Authority
Huntingdonshire
Electoral Ward
The Stukeleys
Westminster Constituency
Huntingdon

Further Information

Notice Documents

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-h6vhtk-056862-2025-08-12T17:03:29+01:00",
    "date": "2025-08-12T17:03:29+01:00",
    "ocid": "ocds-h6vhtk-056862",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PJVB-3262-VGVJ",
            "name": "Cambridgeshire County Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJVB-3262-VGVJ"
            },
            "address": {
                "streetAddress": "New Shire Hall Emery Crescent Enterprise Campus,",
                "locality": "Alconbury Weald, Huntingdon",
                "postalCode": "PE28 4YE",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH12"
            },
            "contactPoint": {
                "name": "Saskia Higginson",
                "email": "saskia.higginson@cambridgeshire.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.cambridgeshire.gov.uk/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PJVB-3262-VGVJ",
        "name": "Cambridgeshire County Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "Cambridgeshire County Council is interested in understanding from suppliers whether the requirements scoped out above can be supplied by any organisations to allow the council to deliver this service across the county.",
                "dueDate": "2025-08-06T23:59:59+01:00",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "043989-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/043989-2025",
                "datePublished": "2025-07-29T16:22:32+01:00",
                "format": "text/html"
            },
            {
                "id": "043993-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/043993-2025",
                "datePublished": "2025-07-29T16:25:54+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "DN786136",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Governor Document Storage and Communications Platform",
        "description": "Provision of a document storage and communications platform for governance bodies within Cambridgeshire. The Council is looking for a provider to deliver on, but not limited to, the following: 3.1 A maximum of 121 licenses (school settings) to utilise an online document storage and communications platform for Governing Bodies of its schools and academies, with a total approximate user count of 1500. 3.2 Provide necessary training and development to enable new users and employees (e.g. Clerks to Governors) to access and utilise software appropriately 3.3 Provide opportunities for secure, GDPR compliant online documentation storage which can be uploaded by assigned users 3.4 Provide opportunities for assigned members to access broader Local Authority support and guidance documentation from a centralised library of documents (with restrictions as defined by the purchaser) 3.5 Provide a secure platform for communications amongst members of the Governing Body 3.6 Provide the purchaser with the opportunity to oversee engagement and usage, as well as accessing documentation with the prior permission of end users. 3.7 Enable integration with complementary governance tools, allowing seamless access to expert guidance, policy templates, and sector updates directly within the platform. 3.8 Provide functionality for scheduling meetings, sharing agendas, and tracking attendance, with automated reminders and calendar syncing for Governing Body members. 3.9 Support granular permission settings to ensure that users (e.g. governors, clerks, headteachers) only access documents and features relevant to their roles, enhancing security and usability. 3.10 Provide customisable dashboards for individual schools or academies to highlight key documents, upcoming meetings, and recent communications. 3.11 Offer configurable notifications and alerts for new documents, messages, or updates, helping users stay informed and engaged. 3.12 Provide functionality for Governing Body members to complete and record statutory compliance tasks via tick-box declarations, including but not limited to: Confirmation of having read Keeping Children Safe in Education guidance and Declaration of Pecuniary Interests. 3.13 Potential to provide functionality for Governing Body members and Clerks to browse, register, and manage attendance for online training sessions directly through the platform.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH12",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH12",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKH12",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "goods",
        "aboveThreshold": false,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2025-09-01T00:00:00+01:00",
                    "endDate": "2027-08-31T23:59:59+01:00"
                },
                "status": "active",
                "value": {
                    "amountGross": 73000,
                    "amount": 73000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "description": "50% Price 50% Quality"
                }
            }
        ],
        "status": "active",
        "value": {
            "amountGross": 73000,
            "amount": 73000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Below threshold - open competition",
        "submissionMethodDetails": "All submissions MUST be provided electronically via the Council's e-tendering portal - ProContract. More details can be found here: https://procontract.due-north.com/Advert?advertId=351b67ae-3874-f011-813a-005056b64545&fromRfxSummary=True&rfxId=816f66c9-6b77-f011-813a-005056b64545 Any bids submitted in any other way will be rejected.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed"
        },
        "tenderPeriod": {
            "endDate": "2025-08-19T09:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-08-14T18:00:00+01:00"
        },
        "documents": [
            {
                "id": "047981-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/047981-2025",
                "datePublished": "2025-08-12T12:22:16+01:00",
                "format": "text/html"
            },
            {
                "id": "048186-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/048186-2025",
                "datePublished": "2025-08-12T16:52:58+01:00",
                "format": "text/html"
            },
            {
                "id": "048190-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/048190-2025",
                "datePublished": "2025-08-12T17:03:29+01:00",
                "format": "text/html"
            }
        ],
        "amendments": [
            {
                "id": "048186-2025",
                "description": "New advert link added and deadline time change to 9am on 19th August 2025."
            },
            {
                "id": "048190-2025",
                "description": "New link to tender advert added."
            }
        ]
    },
    "language": "en"
}