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Case Management System

Scottish Information Commissioner

This public procurement record has 1 release in its history.

Planning

21 Sep 2026 at 01:00

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

The Scottish Information Commissioner intends to procure a modern, cloud-based case management system to support the full lifecycle of regulatory casework. The service should cover the receipt and assessment of cases, investigations, decision-making, closure and records retention. Expected functionality includes workflow management and automation, document and correspondence management, reporting and performance dashboards, audit trails, role-based security and integration with Microsoft 365. The system will also support information governance, records management and organisational reporting. This is a technology service, including software implementation, licensing and support, for delivery in St Andrews, Fife, Scotland. The Commissioner is the public body responsible for handling freedom of information appeals, investigations, enquiries and regulatory casework.

This procurement is at the planning stage: the buyer has announced an intention to procure, but has not invited tenders. A future competitive tender is anticipated, with a further procurement notice expected on 11 January 2027. The planned procurement comprises one lot covering the complete case management solution and its associated implementation, licensing and support requirements. The estimated value is £150,000 including the assumptions used for contract duration, implementation, licensing and support; the buyer states that this is indicative rather than a guaranteed or fixed budget. The requirement is subject to change before the formal tender is issued. Suppliers should treat the stated date and value as the buyer’s current expectations, not as a bid deadline or committed expenditure.

This will suit software providers and systems integrators with experience delivering secure, cloud-based case management platforms for regulators, public bodies or organisations handling sensitive casework. Relevant capability includes configuring end-to-end workflows, automating case tasks, managing documents and correspondence, producing management information and dashboards, maintaining audit trails, and integrating with Microsoft 365. Suppliers should be ready to demonstrate strong role-based access controls, information governance and records management, together with secure handling of personal and sensitive information. The expected solution must address relevant data protection, cybersecurity and accessibility requirements. Experience supporting investigation, decision-making, retention and compliance processes would position suppliers well to prepare for the future competitive tender.

How relevant is this notice?

Notice Information

Notice Title

Case Management System

Notice Description

A Case Management system to support the work of the Scottish Information Commissioner

Lot Information

Lot 1

The Commissioner anticipates procuring a modern, cloud-based case management solution capable of supporting the full lifecycle of case handling activities, from initial receipt and assessment through to investigation, decision-making, closure and records retention. The system is expected to provide functionality including workflow management and automation, document and correspondence management, reporting and performance dashboards, audit trails, role-based security controls and integration with Microsoft 365 services. The Commissioner expects the solution to support regulatory casework, information governance obligations, records management requirements and organisational reporting needs. The solution should support secure cloud delivery and comply with relevant data protection, cybersecurity and accessibility requirements. This Prior Information Notice is intended to provide advance visibility of the Commissioner's anticipated requirements and procurement plans to enable suppliers to prepare for a future competitive tender process.. The estimated contract value is based on current assumptions regarding contract duration, implementation, licensing and support requirements and should not be interpreted as a guaranteed or fixed budget.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000841892
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564940
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

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

72261000 - Software support services

72263000 - Software implementation services

72512000 - Document management services

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Sep 2026Yesterday
Submission Deadline
Not specified
Future Notice Date
11 Jan 20274 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
Scottish Information Commissioner
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
ST. ANDREWS
Postcode
KY16 9DS
Postcode Area
Kirkcaldy
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM0 Eastern Scotland
Small Region (ITL 3)
TLM01 Clackmannanshire and Fife
Delivery Location
Not specified
Local Authority
Fife
Electoral Ward
St Andrews
Westminster Constituency
North East Fife

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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