Wakefield Council Bereavement Services Admin system

THE COUNCIL OF THE CITY OF WAKEFIELD

This public procurement record has 2 releases in its history.

Award

02 Jun 2026 at 14:31

Tender

08 Dec 2025 at 10:11

Summary of the contracting process

The Council of the City of Wakefield is overseeing the procurement process for a Bereavement Services Administration system, focusing on cremation and burial management across its two crematoria and 19 cemeteries. The procurement, conducted under an open procedure, began as a tender with the process culminating in an award by 27th May 2026. The total contract, with an initial period of five years from the start date of 29th May 2027, may extend up to ten years, via a series of optional extensions. This procurement falls under the industry category of software package and information systems, and the contract, valued at £527,266, was awarded to GSS (NI) Ltd, a UK-based SME. The initial tender submission deadline was set for 16th January 2026.

This tender provides significant opportunities for businesses specialising in software solutions, particularly for those focusing on public service administration. SMEs with expertise in developing electronic booking systems, database management, and regulatory compliance software would find this contract particularly appealing. By securing contracts with local governmental bodies like Wakefield Council, businesses can not only grow their portfolio but also gain long-term, stable engagements with potential for extension, allowing for sustained business growth.

How relevant is this notice?

Notice Title

Wakefield Council Bereavement Services Admin system

Notice Description

Wakefield Council operate 2 Crematoria, at Wakefield and Pontefract, and run and maintain 19 Cemeteries across the district. The Council's Bereavement Services currently undertake around 3500 cremations and 850 burials (both full burials and cremated remains interments) per annum. As part of this role the Council operates an electronic system for the booking of cremations and burials, including an online booking system for Funeral Directors, and has a legal obligation to maintain electronic burial and cremation Registers. Memorials sales are also undertaken, and Bereavement Services is also responsible for the inspection, testing and recording of all memorials contained within their cemeteries and ensuring that they are all maintained in a safe condition. The contract will be awarded for an initial period of 5 years from the agreed go-live date (with a preceding implementation period being specified in the contract). After the initial period, the contract could continue for up to a maximum of 5 further years. This will be for a 2-year optional extension period, followed by a further 2-year optional extension and a final one-year extension (5+2+2+1)

Lot Information

Lot 1

Renewal: The contract will be awarded for an initial period of 5 years from the agreed go-live date (with a preceding implementation period being specified in the contract). After the initial period, the contract could continue for up to a maximum of 5 further years. This will be for a 2-year optional extension period, followed by a further 2-year optional extension and a final one-year extension (5+2+2+1).

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05f066
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/051995-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
SME

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
£341,500 £100K-£500K
Lots Value
£341,500 £100K-£500K
Awards Value
£527,266 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
2 Jun 20263 weeks ago
Submission Deadline
16 Jan 2026Expired
Future Notice Date
Not specified
Award Date
26 May 20264 weeks ago
Contract Period
28 May 2027 - 29 May 2032 Over 5 years
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
THE COUNCIL OF THE CITY OF WAKEFIELD
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WAKEFIELD
Postcode
WF1 2HQ
Post Town
Wakefield
Country
England

Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
TLE Yorkshire and The Humber

Local Authority
Wakefield
Electoral Ward
Wakefield North
Westminster Constituency
Wakefield and Rothwell

Supplier Information

Number of Suppliers
1
Supplier Name

GSS (NI

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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-05f066-2026-06-02T15:31:04+01:00",
    "date": "2026-06-02T15:31:04+01:00",
    "ocid": "ocds-h6vhtk-05f066",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PDZN-8179-PJQV",
            "name": "The Council of the City of Wakefield",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PDZN-8179-PJQV"
            },
            "address": {
                "streetAddress": "Wood Street",
                "locality": "Wakefield",
                "postalCode": "WF1 2HQ",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE45"
            },
            "contactPoint": {
                "email": "procurement@wakefield.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.wakefield.gov.uk/",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-NI606324",
            "name": "GSS (NI) Ltd",
            "identifier": {
                "scheme": "GB-COH",
                "id": "NI606324"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PQJX-3417-XYLN"
                }
            ],
            "address": {
                "streetAddress": "The Ecos Centre",
                "locality": "Ballymena",
                "postalCode": "BT43 7QA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKN0F"
            },
            "contactPoint": {
                "email": "info@plotbox.io"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "http://www.plotbox.com",
                "scale": "sme",
                "vcse": false,
                "publicServiceMissionOrganization": false,
                "shelteredWorkshop": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PDZN-8179-PJQV",
        "name": "The Council of the City of Wakefield"
    },
    "planning": {
        "noEngagementNoticeRationale": "Preliminary market engagement was carried out in June 2024 under the PCRs 2015. Ref: 2024/S 000-017915"
    },
    "tender": {
        "id": "RFS24-061",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Wakefield Council Bereavement Services Admin system",
        "description": "Wakefield Council operate 2 Crematoria, at Wakefield and Pontefract, and run and maintain 19 Cemeteries across the district. The Council's Bereavement Services currently undertake around 3500 cremations and 850 burials (both full burials and cremated remains interments) per annum. As part of this role the Council operates an electronic system for the booking of cremations and burials, including an online booking system for Funeral Directors, and has a legal obligation to maintain electronic burial and cremation Registers. Memorials sales are also undertaken, and Bereavement Services is also responsible for the inspection, testing and recording of all memorials contained within their cemeteries and ensuring that they are all maintained in a safe condition. The contract will be awarded for an initial period of 5 years from the agreed go-live date (with a preceding implementation period being specified in the contract). After the initial period, the contract could continue for up to a maximum of 5 further years. This will be for a 2-year optional extension period, followed by a further 2-year optional extension and a final one-year extension (5+2+2+1)",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 398700,
            "amount": 341500,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "submissionMethodDetails": "https://yortender.eu-supply.com/ctm/supplier/publictenders?B=UK",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-01-16T12:00:00Z"
        },
        "enquiryPeriod": {
            "endDate": "2026-01-10T12:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2026-02-06T23:59:59Z"
        },
        "lots": [
            {
                "id": "1",
                "status": "complete",
                "value": {
                    "amountGross": 398700,
                    "amount": 341500,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "The quality of the bid will be assessed against the specification included in the tender pack using the the questions and scoring methodlogy outlined in ITT part one. Social value is included in the section and accounts for 10% of the total score.",
                            "numbers": [
                                {
                                    "number": 80,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Cost",
                            "numbers": [
                                {
                                    "number": 20,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2030-03-31T23:59:59+01:00",
                    "maxExtentDate": "2035-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract will be awarded for an initial period of 5 years from the agreed go-live date (with a preceding implementation period being specified in the contract). After the initial period, the contract could continue for up to a maximum of 5 further years. This will be for a 2-year optional extension period, followed by a further 2-year optional extension and a final one-year extension (5+2+2+1)."
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "url": "https://yortender.eu-supply.com/ctm/supplier/publictenders?B=UK"
            },
            {
                "id": "L-2",
                "documentType": "technicalSpecifications",
                "url": "https://yortender.eu-supply.com/ctm/supplier/publictenders?B=UK"
            },
            {
                "id": "080458-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/080458-2025",
                "datePublished": "2025-12-08T10:11:42Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 4,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "finalStageBids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "smeFinalStageBids",
                "value": 2,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "vcseFinalStageBids",
                "value": 0,
                "relatedLot": "1"
            }
        ]
    },
    "awards": [
        {
            "id": "1",
            "title": "Wakefield Council Bereavement Services Admin system",
            "status": "active",
            "date": "2026-05-27T00:00:00+01:00",
            "value": {
                "amountGross": 527266,
                "currency": "GBP"
            },
            "mainProcurementCategory": "goods",
            "aboveThreshold": true,
            "suppliers": [
                {
                    "id": "GB-COH-NI606324",
                    "name": "GSS (NI) Ltd"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "48000000",
                            "description": "Software package and information systems"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKE",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "contractPeriod": {
                "startDate": "2027-05-29T00:00:00+01:00",
                "endDate": "2032-05-29T23:59:59+01:00",
                "maxExtentDate": "2037-05-29T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "After the initial period, the contract could continue for up to a maximum of 5 further years. This will be for a 2-year optional extension period, followed by a further 2-year optional extension and a final one-year extension (5+2+2+1)."
            },
            "relatedLots": [
                "1"
            ],
            "documents": [
                {
                    "id": "051995-2026",
                    "documentType": "awardNotice",
                    "noticeType": "UK6",
                    "description": "Contract award notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/051995-2026",
                    "datePublished": "2026-06-02T15:31:04+01:00",
                    "format": "text/html"
                }
            ],
            "assessmentSummariesDateSent": "2026-06-02T00:00:00+01:00",
            "milestones": [
                {
                    "id": "1",
                    "type": "futureSignatureDate",
                    "dueDate": "2026-06-15T23:59:59+01:00",
                    "status": "scheduled"
                }
            ]
        }
    ]
}