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PRE00362_Annual General Meeting

Pool Re Services Limited

This public procurement record has 2 releases in its history.

Award

21 Aug 2026 at 12:54

UK7 - Contract Details Notice
Tender

13 Mar 2026 at 13:32

UK4 - Tender Notice
Summary of the contracting process

Pool Re Services Limited procured an end-to-end digital meeting service for its Annual General Meetings and General Meetings. The service covers secure, reliable and fully supported meeting delivery, including authenticated participation, moderated question-and-answer interaction, compliant voting, broadcast and streaming, and timely production of validated meeting outputs. Suppliers must support robust security, resilience and data protection controls. This is a business-to-business software and IT support service, covering software package and information systems and related IT services (CPV 48000000 and 72000000). Delivery is required across the United Kingdom. The procurement is suitable for small and medium-sized enterprises, and the selected supplier is LUMI AGM UK LIMITED.

The procurement has been completed and awarded through a below-threshold open competition. The tender closed on 8 May 2026 at 14:00, following an enquiry deadline of 10 April 2026 at 14:00. One lot was awarded to LUMI AGM UK LIMITED on 21 August 2026. The signed contract is valued at £70,100 excluding VAT (£84,120 including VAT), compared with an estimated tender value of £90,000 excluding VAT (£108,000 including VAT). The contract was signed on 20 August 2026 and runs from 21 August 2026 to 20 August 2029, with an available maximum extension to 20 August 2031. Evaluation weighted technical and quality requirements at 80% and financial evaluation at 20%.

This award demonstrates a defined requirement for a specialist virtual meeting and AGM technology provider serving a UK public-sector-related organisation. Suppliers competing when the requirement returns would need a secure, resilient and supported end-to-end platform, rather than a basic video-conferencing product. The relevant capability includes authenticated attendee participation, moderated Q&A, compliant electronic voting, live broadcast or streaming, and production of validated meeting records or outputs. Strong information security and data protection arrangements are central, alongside reliable service continuity and operational support. Experience delivering formal Annual General Meetings and General Meetings would help establish credibility, particularly where voting and controlled interaction must work reliably. The procurement also indicates that the requirement can be accessible to an SME-sized specialist provider.

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Notice Information

Notice Title

PRE00362_Annual General Meeting

Notice Description

Pool Re requires a secure, reliable and fully supported end-to-end service to deliver Annual General Meetings (AGMs), General Meetings (GMs). The service must enable authenticated participation, moderated interaction (Q&A), compliant voting, broadcast/streaming, and timely provision of validated meeting outputs, supported by robust security, resilience and data protection controls.

Lot Information

Lot 1

Renewal: The contract shall give Pool Re Services Limited the right to extend the contract for up to two (2) additional periods of up to twelve (12) months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0669d9
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079905-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

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

Notice Value(s)

Tender Value
£90,000 Under £100K
Lots Value
£90,000 Under £100K
Awards Value
Not specified
Contracts Value
£70,100 Under £100K

Notice Dates

Publication Date
21 Aug 20263 weeks ago
Submission Deadline
8 May 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
21 Aug 2026 - 20 Aug 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Pool Re Services Limited
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
EC4R 9AF
Postcode Area
Central 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
City of London
Electoral Ward
Candlewick
Westminster Constituency
Cities of London and Westminster

Supplier Information

Number of Suppliers
1
Supplier Name

LUMI AGM UK LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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