Tender

BT225 - Grants Management System

WESTMINSTER CITY COUNCIL

This public procurement record has 1 release in its history.

Tender

08 Dec 2025 at 18:17

Summary of the contracting process

Westminster City Council is currently in the tender stage for the procurement of a Grants Management System, facilitated under the procurement ID BT225. This open competition is held under the "Below threshold - open competition" method and is classified under services, specifically targeting industry-specific software and consultancy services. The process is aimed at supporting the Council's Voluntary and Community Sector Investment Strategy for 2023-2028 by enhancing consistency in grant application processes. Interested parties should be aware of the submission period deadline, which ends on 16th January 2026, with the enquiry period closing slightly before on 14th January 2026. The contract will commence on 9th February 2026 and is set to run for an initial 3-year period, including a possible 1-year extension, based in London, specifically at 64 Victoria Street.

This tender represents a lucrative opportunity for businesses specialising in software development and consultancy, particularly those focusing on grants management and financial information systems. The project encourages participation from SMEs and Voluntary and Community Sector Enterprises (VCSEs), making it ideal for businesses adept in creating user-centric, compliance-focused software solutions. With a tender value of up to £96,000, this contract offers potential for significant growth, particularly for firms capable of delivering high-quality solutions, as the award criteria puts a notable emphasis on quality (75%) alongside price (25%).

How relevant is this notice?

Notice Information

Notice Title

BT225 - Grants Management System

Notice Description

Westminster City Council (WCC) has invested heavily in the Voluntary and Community Sector (VCS) through grants alone. We have committed in our Voluntary and Community Sector Investment Strategy (2023-2028) to investing in capacity building for the VCS, improving the way we measure impact and investing in processes and systems to ensure we have clear, consistent, and accessible council processes. In support of this work, we are commissioning a grants management platform for a 3-year pilot (a 2-year contract with 1-year optional extension) to assess whether the management platform supports the Council with the following key objectives: * To improve the experience for grant applicants, ensuring there is a consistent approach for all grant streams, and that they don't have to re-input the same information multiple times when applying for grants. * To provide a tool for grant managers to manage the end-to-end grant application, award and monitoring process - moving away from a reliance on Microsoft Applications (such as Word, Forms, Outlook and Excel) to streamline the process to be more efficient with less room for human error. * To improve consistency across Council in the way grants are managed, including through an option to use consistent application and monitoring templates where appropriate.

Lot Information

Lot 1

Renewal: 1yr optional erxtension following successful 2yr delivery.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05f140
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/080831-2025
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
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

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

75 - Administration, defence and social security services

79 - Business services: law, marketing, consulting, recruitment, printing and security

98 - Other community, social and personal services


CPV Codes

48000000 - Software package and information systems

48100000 - Industry specific software package

48170000 - Compliance software package

48333000 - Contact management software package

48812000 - Financial information systems

72212100 - Industry specific software development services

72212170 - Compliance software development services

75200000 - Provision of services to the community

79412000 - Financial management consultancy services

98000000 - Other community, social and personal services

Notice Value(s)

Tender Value
£80,000 Under £100K
Lots Value
£80,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Dec 2025Yesterday
Submission Deadline
16 Jan 20262 months to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
9 Feb 2026 - 8 Feb 2028 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
WESTMINSTER CITY COUNCIL
Contact Name
The Buying Team
Contact Email
buyingteam@westminster.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
LONDON
Postcode
SW1E 6QP
Post Town
South West London
Country
England

Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified

Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

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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