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Software Solution for Board Meeting Management and Governance with Optional Risk Management System

GRAMPIAN HOUSING ASSOCIATION LTD

This public procurement record has 2 releases in its history.

Award

06 Oct 2025 at 00:00

Tender

24 Jun 2025 at 00:00

Summary of the contracting process

The Grampian Housing Association Ltd is seeking to engage a single supplier for a software solution aimed at enhancing Board meeting management and governance, with an optional risk management system. This tender is categorized under the industry of Housing and Community Amenities and specifically targets organisations within the Registered Social Landlord sector, preferably in Scotland. The procurement process follows an open procedure, ensuring competitive accessibility, and pertains to goods. The tender covers operations in Aberdeen City, Aberdeenshire, and Moray, with the requirement that the software supports approximately 65 users, including Board members, staff, and external stakeholders. The initial contract will run for three years from 1 October 2025, with the potential for a two-year extension. Key dates include a submission deadline on 29 July 2025, with a decision expected the same day.

This procurement represents an opportunity for companies that specialise in software solutions for governance and risk management, particularly those with a proven track record in the Registered Social Landlord sector. Businesses that can demonstrate a successful implementation of similar software, as well as those with the capability to provide robust user training, will find themselves well-suited to compete. The tender also encourages added value, innovation, and community benefits, which aligns with Grampian Housing Association's values. This provision can enhance the supplier's reputation within the public sector and contribute to their growth, whilst providing benefits to the local community and enhancing organisational governance practices within the housing sector.

How relevant is this notice?

Notice Information

Notice Title

Software Solution for Board Meeting Management and Governance with Optional Risk Management System

Notice Description

GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system

Lot Information

Lot 1

You are invited to submit a tender for the provision of a software solution to facilitate Board meeting management and governance with an optional risk management system to translate GHA's appetite for risk for the Grampian Group. We acknowledge that a risk management system may not be available in all Board management/governance software solutions. This element is therefore viewed as optional and not mandatory. This tender may be awarded without a risk management system. The scoring reflects this. Access to the software will be required for approximately 65 users including 20 Board members, 30 members of staff (5 of whom are administrators) and 15 external stakeholders (e.g. SHR, external and internal auditors). It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025, for an initial period of three years. There is also potential for an extension up to a further two years to the contract, subject to satisfactory performance. Any extension of the contract will be entirely at the discretion of GHA. The contract is subject to reappointment annually. GHA is looking for software which has been successfully implemented within the Registered Social Landlord (RSL) sector, preferably in Scotland, to meet the requirements set out above and in Appendix C.

Renewal: Up to a further 24 months

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000802449
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT540699
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
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
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
6 Oct 20251 months ago
Submission Deadline
29 Jul 2025Expired
Future Notice Date
Not specified
Award Date
6 Oct 20251 months ago
Contract Period
Not specified - Not specified
Recurrence
1 October 2028 unless extension is granted for up to two further years.

Notice Status

Tender Status
Cancelled
Lots Status
Cancelled
Awards Status
Unsuccessful
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
GRAMPIAN HOUSING ASSOCIATION LTD
Contact Name
Tracy Ord
Contact Email
tracy.ord@grampianhousing.co.uk
Contact Phone
+44 1224202900

Buyer Location

Locality
ABERDEEN
Postcode
AB10 1TD
Post Town
Aberdeen
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM5 North Eastern Scotland
Small Region (ITL 3)
TLM50 Aberdeen City and Aberdeenshire
Delivery Location
TLM5 North Eastern Scotland

Local Authority
Aberdeen City
Electoral Ward
Midstocket/Rosemount
Westminster Constituency
Aberdeen South

Further Information

Notice Documents

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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