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Board and Entity Management System

The Wheatley Housing Group Limited

This public procurement record has 1 release in its history.

Planning

12 Aug 2026 at 01:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

The Wheatley Housing Group Limited is exploring a secure, integrated board and entity management software system for its housing and community-focused organisation in Glasgow. The service would support board governance and the management of group entities, subsidiaries and statutory obligations. Expected functionality includes a board portal, meeting and agenda management, distribution of papers, decision and action tracking, entity records, statutory registers and returns, filing support, document storage and audit trails. The system should improve visibility of board activity, entity information, compliance deadlines, approvals, actions and reporting. The requirement also covers implementation and delivery services, including discovery, configuration, data migration, integration, training, support and change management.

This procurement is at the planning stage and is currently a market engagement rather than an invitation to tender. Wheatley Housing Group expects to use supplier responses to understand available integrated solutions, delivery models, integration constraints and indicative commercial arrangements before defining a future procurement. The engagement covers licensing, implementation, data migration, support, hosting, additional modules and recurring charges, but does not set a contract value. There is one planned lot covering the software system and related services. The buyer’s indicative date for a future notice is 1 December 2026. Interested suppliers are expected to provide information through a questionnaire, helping the buyer assess whether one provider can meet both board and entity management requirements.

The engagement will suit software vendors with an established board governance and entity management platform, particularly those serving complex groups, subsidiaries, regulated organisations or public-sector bodies. Strong candidates are likely to offer secure governance-focused software with board portals, meeting workflows, statutory registers and returns, filing support, audit trails, compliance monitoring and management reporting as standard. Suppliers should be able to explain practical delivery approaches covering discovery, configuration, migration from existing systems, integrations, user training, ongoing support and change management. Compatibility with Microsoft 365, SharePoint, Teams, Outlook, electronic signatures, identity management and existing governance or compliance systems will be important. Providers able to offer flexible licensing and commercial models, including hosting and optional modules, should prepare market-engagement information rather than a bid at this stage.

How relevant is this notice?

Notice Information

Notice Title

Board and Entity Management System

Notice Description

The objectives of this market engagement are to: -understand current market capability for integrated Board and Entity Management systems, including whether suppliers can provide both requirements through a single solution or provider; -explore supplier experience in delivering secure, governance-focused systems for complex groups, subsidiaries, regulated organisations, or public-sector bodies; -identify core functionality available as standard, including board portal functionality, meeting management, agenda and paper distribution, decision tracking, entity records, statutory registers and statutory returns, filings support, document storage, and audit trails; -assess opportunities to strengthen governance and oversight through improved visibility of board activity, entity information, compliance deadlines, approvals, actions, and reporting; -understand implementation and delivery approaches, including discovery, configuration, data migration, integration, training, support, and change management; -explore integration requirements and constraints, including compatibility with Microsoft 365, SharePoint, Teams, Outlook, electronic signatures, identity management, and any existing governance or compliance systems; -identify indicative costs and commercial models, including licensing, implementation, data migration, support, hosting, and any additional modules or recurring charges;

Lot Information

Lot 1

This Prior Information Notice is to gain an insight and gather information on Board and Entity Management Software Systems. This PIN has a questionnaire attached for completion by interested parties. Wheatley Housing Group welcomes submissions by software vendors who are able to provide a suitable solution to this requirement. The objectives of this market engagement are to: -understand current market capability for integrated Board and Entity Management systems, including whether suppliers can provide both requirements through a single solution or provider; -explore supplier experience in delivering secure, governance-focused systems for complex groups, subsidiaries, regulated organisations, or public-sector bodies; -identify core functionality available as standard, including board portal functionality, meeting management, agenda and paper distribution, decision tracking, entity record statutory registers and statutory returns, filings support, document storage, and audit trails; -assess opportunities to strengthen governance and oversight through improved visibility of board activity, entity information, compliance deadlines, approvals, actions, and reporting; -understand implementation and delivery approaches, including discovery, configuration, data migration, integration, training, support, and change management; -explore integration requirements and constraints, including compatibility with Microsoft 365, SharePoint, Teams, Outlook, electronic signatures, identity management, and any existing governance or compliance systems; -identify indicative costs and commercial models, including licensing, implementation, data migration, support, hosting, and any additional modules or recurring charges;

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000839828
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG562168
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
PCS Notice - Website Prior Information Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

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

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Aug 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
1 Dec 20264 months to go
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
The Wheatley Housing Group 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
GLASGOW
Postcode
G1 1HL
Postcode Area
Glasgow
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM3 West Central Scotland
Small Region (ITL 3)
TLM32 Glasgow City
Delivery Location
TLM82 Glasgow City
Local Authority
Glasgow City
Electoral Ward
Anderston/City/Yorkhill
Westminster Constituency
Glasgow East

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=AUG562168&idx=1
    12th August 2026 - PIN Questionnaire
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG562168
    Board and Entity Management System - The objectives of this market engagement are to: -understand current market capability for integrated Board and Entity Management systems, including whether suppliers can provide both requirements through a single solution or provider; -explore supplier experience in delivering secure, governance-focused systems for complex groups, subsidiaries, regulated organisations, or public-sector bodies; -identify core functionality available as standard, including board portal functionality, meeting management, agenda and paper distribution, decision tracking, entity records, statutory registers and statutory returns, filings support, document storage, and audit trails; -assess opportunities to strengthen governance and oversight through improved visibility of board activity, entity information, compliance deadlines, approvals, actions, and reporting; -understand implementation and delivery approaches, including discovery, configuration, data migration, integration, training, support, and change management; -explore integration requirements and constraints, including compatibility with Microsoft 365, SharePoint, Teams, Outlook, electronic signatures, identity management, and any existing governance or compliance systems; -identify indicative costs and commercial models, including licensing, implementation, data migration, support, hosting, and any additional modules or recurring charges;

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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