---
title: "Provision of Support & Maintenance of the Idox Electronic Documents Records Management System"
ocid: "ocds-h6vhtk-04f84a"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04f84a"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04f84a.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04f84a.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "CAERPHILLY COUNTY BOROUGH COUNCIL"
published: "2025-04-03"
---

# Provision of Support & Maintenance of the Idox Electronic Documents Records Management System

Buyer: CAERPHILLY COUNTY BOROUGH COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-04f84a

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## Summary

Caerphilly County Borough Council has completed a public procurement process for the Provision of Support & Maintenance of the Idox Electronic Documents Records Management System. The contract, awarded through a direct award method without competition, falls under the category of IT services, specifically consulting, software development, and support. The awarded contract to IDOX Software Ltd, a large supplier, has an initial period from 17 April 2025 to 31 March 2026, with the potential to extend for an additional 12 months. The procurement was necessary to renew the maintenance of the system while information is migrated to the Council’s SharePoint site. The contract value amounts to £46,506 gross (£38,755 net) in GBP.

This tender offers significant growth opportunities for businesses specialising in IT services, particularly those experienced in document management systems and public sector projects. Businesses suited to compete in future opportunities like this would include those capable of providing high-quality, reliable support and maintenance for electronic document systems. Companies that have established relationships with public authorities and a track record of handling similar projects under strict regulatory frameworks will benefit from participating in such tenders. The procurement underscores the importance of technical proficiency and the ability to manage and transition critical data systems securely and efficiently.

## Notice

Award of contract via Direct Award to IDOX Ltd for the Provision of Support & Maintenance of the Idox Electronic Documents Records Management System. The Council requires the maintenance of this system to be renewed for a period of 12 months with an option to extend for a further 12 months whilst the information is moved to the Council's SharePoint site.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/012757-2025 |
| Notice type | UK6 - Contract Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Direct |
| Procurement method details | Below threshold - without competition |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 3 Apr 2025 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 25 Mar 2025 |
| Contract period | 16 Apr 2025 - 31 Mar 2026 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | £38,755 |
| Contracts value | Not specified |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | CAERPHILLY COUNTY BOROUGH COUNCIL |
| Locality | HENGOED |
| Post town | Cardiff |
| Postcode | CF82 7PG |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL5 South East Wales |
| ITL 3 | TLL53 Gwent Valleys |
| Local authority | Caerphilly |
| Electoral ward | Ystrad Mynach |
| Westminster constituency | Caerphilly |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | IDOX SOFTWARE |

## CPV Codes

### Divisions

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

### Codes

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

## Release History

- 3 Apr 2025 at 10:37 - Award - UK6 - Contract Award Notice - https://www.find-tender.service.gov.uk/Notice/012757-2025
- 25 Mar 2025 at 10:51 - Award - UK5 - Transparency Notice - https://www.find-tender.service.gov.uk/Notice/011061-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/012757-2025
  3rd April 2025 - Contract award notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/011061-2025
  25th March 2025 - Transparency notice on Find a Tender

## Notice URLs

- http://www.caerphilly.gov.uk
- https://www.idoxgroup.com/
- 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-04f84a. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04f84a.json.