---
title: "W5118 Subject Access Request - FOIA Case Management System"
ocid: "ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "Walsall Council"
published: "2026-10-12"
---

# W5118 Subject Access Request - FOIA Case Management System

Buyer: Walsall Council  
Current stage: Award  
OCID: ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40)  
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## Summary

Walsall Metropolitan Borough Council procured a cloud-hosted correspondence and case management system for handling Freedom of Information (FOI), Subject Access Requests (SAR) and other disclosure requests. The system is intended to centralise case handling, automate processes, track compliance with statutory response timeframes, and provide reporting and evidence of how requests are managed. It replaces the Council’s existing Respond solution. This is a software and information systems service, delivered for the Council in Walsall.

The procurement is complete and a supplier has been selected. Fivium Limited won the contract, valued at £83,055. The award was made on 30 September 2026, and the contract period runs from 5 October 2026 to 4 October 2029. The Council used a selective procedure, making a call-off from a framework agreement. The stated procurement value matches the awarded value. The tender deadline was 18 September 2026. The requirement was identified as suitable for small and medium-sized enterprises. No award evaluation criteria or detailed scoring basis are reported.

This award shows demand at Walsall Council for specialist case management software that can handle FOI, SAR and related disclosure work in one cloud-hosted system. A credible competitor when this requirement next reaches the market would need to demonstrate secure, centralised case handling, practical workflow automation, service-level deadline tracking and clear management reporting. The system must support evidence-based practice and help staff manage statutory disclosure timeframes, rather than simply store correspondence. Experience replacing an existing case management solution and implementing a service across multiple disclosure processes would be relevant. The award went to an SME, and the requirement was considered suitable for SMEs, indicating that suppliers do not necessarily need to be large businesses to compete. The commercial fit is strongest for providers of public-sector correspondence, information rights or case management platforms.

## Notice

The Council needs to evidence the management of disclosure requests while achieving compliance with the disclosure timeframes of 21 days for FOI and 30 days for SAR which it currently is not achieving with the current system. It is a statutory requirement that requires streamlined processes in a single point of call system for evidence-based practice. A fully centralised system is required that enables automation and the use of technology to help speed up and control disclosure requests appropriately in line with the principles set out in law through the implementation of a cloud-hosted correspondence case management system (eCase).This will replace the existing "Respond" solution, enabling centralised case handling, SLA compliance tracking, automation, and reporting across FOI, SAR, and disclosure processes.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/f7c148a0-1cd1-4dd1-8ad5-2562ce5ce020 |
| Notice type | Award Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Call-off from a framework agreement |
| Tender suitability | SME |
| Awardee scale | SME |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 12 Oct 2026 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 30 Sep 2026 |
| Contract period | 5 Oct 2026 - 4 Oct 2029 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £83,055 |
| Lots value | Not specified |
| Awards value | £83,055 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | Walsall Council |
| Locality | WALSALL |
| Postcode area | Walsall |
| Postcode | WS1 1TP |
| Country | England |
| ITL 1 | TLG West Midlands (England) |
| ITL 2 | TLG3 West Midlands |
| ITL 3 | TLG38 Walsall |
| Local authority | Walsall |
| Electoral ward | St Matthew's |
| Westminster constituency | Walsall and Bloxwich |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | Fivium Limited |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48000000 - Software package and information systems

## Release History

- 12 Oct 2026 at 12:07 - AwardUpdate - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/f7c148a0-1cd1-4dd1-8ad5-2562ce5ce020
- 12 Oct 2026 at 11:50 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/f7c148a0-1cd1-4dd1-8ad5-2562ce5ce020

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/f7c148a0-1cd1-4dd1-8ad5-2562ce5ce020
  12th October 2026 - Awarded contract notice on Contracts Finder

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-86679474-30cf-4c2b-8801-6ad55f950f40.json.