Notice Information
Notice Title
Electronic Committee System
Notice Description
Caerphilly County Borough Council is undertaking preliminary market engagement to gather information and insight from suppliers regarding Electronic Committee Management Systems. The Council is exploring options for a modern, bilingual (English and Welsh) digital solution to support the efficient management, publication and governance of committee agendas, reports, minutes and Member information. This engagement aims to understand current market capabilities, potential delivery models, indicative costs, and future innovation within this area. The Council's current system contract is due for renewal, and no final specification has yet been defined. The purpose of this market engagement is therefore to inform the development of a future procurement strategy and to help shape the Council's requirements ahead of any formal tender process. Suppliers of relevant software solutions are invited to review the outline functional areas provided and respond to a series of structured questions regarding system capabilities, technical features, bilingual support, system security, public-facing functionality, Member services, integration options and implementation considerations. This is not a call for competition and does not form part of a formal procurement process. No supplier selection or award will result from this exercise. The Council may use the information gathered to refine its approach, assess market readiness and inform potential future tender documentation. All responses received through this engagement will be treated transparently and used solely for market research and planning purposes.
Planning Information
1. General System Capability Please provide an overview of your Electronic Committee Management System, including its key modules and typical deployment model (SaaS, hosted, on‑premise). How long has your system been in operational use within UK public sector organisations? What is the typical implementation timeline for a local authority of similar size to ours? 2. Bilingual Functionality (English & Welsh) Does your system support full bilingual functionality (English and Welsh) across: Member profiles Committee webpages Public search functions Agenda/minutes generation If yes, please describe how bilingual content is managed and displayed. Is there any functionality that cannot be delivered bilingually as standard? 3. Document Management, Agenda Packs & Minutes Please describe how your system produces agenda packs combining agendas and reports into a single PDF. How does your system manage exempt/private/confidential items within agenda packs? Does your system include a version control and audit trail for agenda/report changes? What tools exist for creating, editing and approving minutes? 4. Search, Storage & Record Management Please outline your system's storage, search and advanced search capabilities for: Reports Minutes Historic meeting items How long can documents be retained in the system and what retention‑policy tools are available? Does your solution support integration with existing corporate document management systems? 5. Access Control & Security How does the system manage secure access to exempt reports (e.g., integration with corporate login / Microsoft Azure AD / Single Sign-On)? Are access permissions configurable by user role, meeting type, or document classification? 6. Public-Facing Features Does your system support publication to both internal intranet and external internet sites? If yes, please describe how exempt items are restricted from public view. Please describe your public-facing Member search function (Name, Ward, Political Group etc.). How are Members’ profile pages generated and updated? 7. Democratic / Governance Features How does the system record and store declarations of interest made at meetings? How does your system manage: Member attendance Committee membership history Training records Election history Can your solution automatically generate statistical reports (e.g., annual reports, attendance summaries)? Please provide examples. 8. Additional Functional Areas Does your system provide functionality for: Members’ annual reports publication Upfront register of interests Ward/boundary information Recording outside body membership Please explain how each is managed. Do you offer an online petitions facility? If yes, please outline key features. Can the system generate committee web pages, including Terms of Reference (TOR), meeting dates and content? What branding or customisation options exist to apply corporate design themes? 9. Webcasting Integration How does your system integrate with webcasting platforms? Live stream embedding Archived webcast links Are there specific technical requirements for integration? 10. Implementation, Training & Support What onboarding, training and support services do you provide for: Governance officers IT administrators Elected Members What ongoing support models do you offer (e.g., helpdesk hours, SLA times, update frequency)? 11. Technical & Integration Questions Please describe available integrations (APIs, connectors) for: Corporate login systems Webcasting Publishing platforms (CMS) Document storage What are the system’s typical browser, device and accessibility requirements? 12. Commercial & Future Considerations What licensing models do you offer (per user, per Member, organisation-wide etc.)? Are there any optional modules or add‑ons we should be aware of? What future developments or upgrades are planned for the next 12–24 months?
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-06857b
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/035278-2026
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- UK2 - Preliminary Market Engagement Notice
- Procurement Type
- Standard
- Procurement Category
- Goods
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- SME
- 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
-
- CPV Codes
48000000 - Software package and information systems
72000000 - IT services: consulting, software development, Internet and support
75110000 - General public services
Notice Value(s)
- Tender Value
- £200,000 £100K-£500K
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 17 Apr 20261 weeks ago
- Submission Deadline
- Not specified
- Future Notice Date
- 30 Apr 20266 days to go
- Award Date
- Not specified
- Contract Period
- 31 Jul 2026 - 31 Jul 2031 Over 5 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planning
- Lots Status
- Planning
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- CAERPHILLY COUNTY BOROUGH COUNCIL
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- HENGOED
- Postcode
- CF82 7PG
- Post Town
- Cardiff
- Country
- Wales
-
- Major Region (ITL 1)
- TLL Wales
- Basic Region (ITL 2)
- TLL5 South East Wales
- Small Region (ITL 3)
- TLL53 Gwent Valleys
- Delivery Location
- TLL16 Gwent Valleys
-
- Local Authority
- Caerphilly
- Electoral Ward
- Ystrad Mynach
- Westminster Constituency
- Caerphilly
Further Information
Notice Documents
-
https://www.find-tender.service.gov.uk/Notice/035278-2026
17th April 2026 - Preliminary market engagement notice on Find a Tender
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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