---
title: "Contract for Cloud Based Electronic Document Records Management Solution"
ocid: "ocds-h6vhtk-04ed83"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04ed83"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04ed83.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04ed83.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "GATESHEAD BOROUGH COUNCIL"
published: "2025-05-19"
---

# Contract for Cloud Based Electronic Document Records Management Solution

Buyer: GATESHEAD BOROUGH COUNCIL  
Current stage: Tender  
OCID: ocds-h6vhtk-04ed83

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04ed83)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-04ed83.json)

## Summary

Gateshead Borough Council initiated a procurement process for a "Contract for Cloud Based Electronic Document Records Management Solution". This procurement was targeted within the goods category, specifically focusing on technology solutions such as scheduling and productivity software packages, database-management systems, and electronic data management systems. The procurement aimed to replace the existing on-premise system with a cloud-based solution over six years (five years with an extension option). The tender was conducted using an open procedure, allowing broad participation, and the submission period for tenders ended on 14 April 2025. However, the tender process was later marked as complete and the award was cancelled on 19 May 2025 due to the contracting authority's decision during evaluation that the tender requirements could not be met, with further options now under review by the council.

This tender presented a significant opportunity for businesses specialising in cloud-based IT solutions to expand their clientele by providing innovative document management solutions. Companies with experience in delivering complex bespoke workflows and the ability to support scanning and multi-filing systems would have been well-suited for this contract, given its specified technical demands. Small and medium-sized enterprises (SMEs) could have particularly benefited from the opportunity, as the procurement was structured to accommodate their participation. Although the initial tender process was cancelled, businesses in this sector should stay attentive to future opportunities from Gateshead Borough Council, especially in light of the ongoing review to fulfil this requirement.

## Notice

Gateshead Council is looking to procure an off-the-shelf, cloud-based Electronic Document Records Management Solution (EDRM), on a 6 year contract basis (5 Years + 1 Year extension). This is to replace the current on-premise system. The solution must be able to support multiple filing structures, uploading via scanning, and bespoke workflows as detailed in the specification. The Council has a deadline of 31 March 2026 to mobilise the new solution, when the current contract expires.

### Lot Information

Lot 1

Renewal: 1 extension included in contract of 12 months

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/022698-2025 |
| Notice type | UK12 - Procurement Termination Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 19 May 2025 |
| Submission deadline | 14 Apr 2025 |
| Future notice date | Not specified |
| Award date | Not specified |
| Contract period | 22 May 2025 - 22 May 2030 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,000,000 |
| Lots value | £1,000,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | GATESHEAD BOROUGH COUNCIL |
| Additional buyers | Missing |
| Locality | GATESHEAD |
| Post town | Newcastle upon Tyne |
| Postcode | NE8 1HH |
| Country | England |
| ITL 1 | TLC North East (England) |
| ITL 2 | TLC4 Northumberland, Durham and Tyne & Wear |
| ITL 3 | TLC43 Tyneside |
| Local authority | Gateshead |
| Electoral ward | Bridges |
| Westminster constituency | Gateshead Central and Whickham |
| Delivery location | TLC North East (England) |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48330000 - Scheduling and productivity software package
- 48612000 - Database-management system
- 48613000 - Electronic data management (EDM)

## Release History

- 19 May 2025 at 13:40 - TenderCancellation - UK12 - Procurement Termination Notice - https://www.find-tender.service.gov.uk/Notice/022698-2025
- 14 Mar 2025 at 16:25 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/009532-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/022698-2025
  19th May 2025 - Procurement termination notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/009532-2025
  14th March 2025 - Tender notice on Find a Tender
- https://www.open-uk.org/opportunities

## Notice URLs

- https://www.gateshead.gov.uk/
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## 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-h6vhtk-04ed83. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04ed83.json.