---
title: "Electronic Committee System"
ocid: "ocds-h6vhtk-06857b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06857b"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-06857b.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-06857b.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "CAERPHILLY COUNTY BOROUGH COUNCIL"
published: "2026-04-17"
---

# Electronic Committee System

Buyer: CAERPHILLY COUNTY BOROUGH COUNCIL  
Current stage: Planning  
OCID: ocds-h6vhtk-06857b

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## Summary

Caerphilly County Borough Council is currently in the planning stage for procuring an "Electronic Committee System," aimed at modernising committee management and Member services with a bilingual solution that supports both English and Welsh. The procurement process is guided by the need to gather market insights for future strategy formulation rather than selecting a supplier at this juncture. Set to take place in the UK's Welsh local region UKL16, this exercise encompasses aspects from IT services to software packages and public services, with the milestone for engagement due by 29 April 2026. With a gross estimated value of £240,000, the procurement will officially commence on 1 August 2026 lasting up to ten years, offering SMEs an opportunity for renewal.

For businesses specialising in software development, consulting, and support services, particularly those offering bilingual functionalities and robust security features, this tender represents an excellent opportunity for growth. Companies that can provide modern digital solutions for document management, agenda generation, and Member information will find themselves well-suited to partake, as the Council explores various delivery models including SaaS, hosted, and on-premise options. Firms with existing capability to integrate webcasting, corporate login systems, and manage public-facing functionalities stand to benefit from contributing valuable insights that could shape the Council's procurement strategy and requirements, potentially influencing later stages of the process.

## Notice

Caerphilly County Borough Council is undertaking preliminary market engagement to gather information and insight from suppliers regarding Electronic Committee Management Systems. The Council is exploring options for a modern, bilingual (English and Welsh) digital solution to support the efficient management, publication and governance of committee agendas, reports, minutes and Member information. This engagement aims to understand current market capabilities, potential delivery models, indicative costs, and future innovation within this area. The Council's current system contract is due for renewal, and no final specification has yet been defined. The purpose of this market engagement is therefore to inform the development of a future procurement strategy and to help shape the Council's requirements ahead of any formal tender process. Suppliers of relevant software solutions are invited to review the outline functional areas provided and respond to a series of structured questions regarding system capabilities, technical features, bilingual support, system security, public-facing functionality, Member services, integration options and implementation considerations. This is not a call for competition and does not form part of a formal procurement process. No supplier selection or award will result from this exercise. The Council may use the information gathered to refine its approach, assess market readiness and inform potential future tender documentation. All responses received through this engagement will be treated transparently and used solely for market research and planning purposes.

### Planning Information

1. General System Capability
Please provide an overview of your Electronic Committee Management System, including its key modules and typical deployment model (SaaS, hosted, on‑premise).
How long has your system been in operational use within UK public sector organisations?
What is the typical implementation timeline for a local authority of similar size to ours?
2. Bilingual Functionality (English & Welsh)
Does your system support full bilingual functionality (English and Welsh) across:
Member profiles
Committee webpages
Public search functions
Agenda/minutes generation
If yes, please describe how bilingual content is managed and displayed.
Is there any functionality that cannot be delivered bilingually as standard?
3. Document Management, Agenda Packs & Minutes
Please describe how your system produces agenda packs combining agendas and reports into a single PDF.
How does your system manage exempt/private/confidential items within agenda packs?
Does your system include a version control and audit trail for agenda/report changes?
What tools exist for creating, editing and approving minutes?
4. Search, Storage & Record Management
Please outline your system's storage, search and advanced search capabilities for:
Reports
Minutes
Historic meeting items
How long can documents be retained in the system and what retention‑policy tools are available?
Does your solution support integration with existing corporate document management systems?
5. Access Control & Security
How does the system manage secure access to exempt reports (e.g., integration with corporate login / Microsoft Azure AD / Single Sign-On)?
Are access permissions configurable by user role, meeting type, or document classification?
6. Public-Facing Features
Does your system support publication to both internal intranet and external internet sites?
If yes, please describe how exempt items are restricted from public view.
Please describe your public-facing Member search function (Name, Ward, Political Group etc.).
How are Members’ profile pages generated and updated?
7. Democratic / Governance Features
How does the system record and store declarations of interest made at meetings?
How does your system manage:
Member attendance
Committee membership history
Training records
Election history
Can your solution automatically generate statistical reports (e.g., annual reports, attendance summaries)?
Please provide examples.
8. Additional Functional Areas
Does your system provide functionality for:
Members’ annual reports publication
Upfront register of interests
Ward/boundary information
Recording outside body membership
Please explain how each is managed.
Do you offer an online petitions facility?
If yes, please outline key features.
Can the system generate committee web pages, including Terms of Reference (TOR), meeting dates and content?
What branding or customisation options exist to apply corporate design themes?
9. Webcasting Integration
How does your system integrate with webcasting platforms?
Live stream embedding
Archived webcast links
Are there specific technical requirements for integration?
10. Implementation, Training & Support
What onboarding, training and support services do you provide for:
Governance officers
IT administrators
Elected Members
What ongoing support models do you offer (e.g., helpdesk hours, SLA times, update frequency)?
11. Technical & Integration Questions
Please describe available integrations (APIs, connectors) for:
Corporate login systems
Webcasting
Publishing platforms (CMS)
Document storage
What are the system’s typical browser, device and accessibility requirements?
12. Commercial & Future Considerations
What licensing models do you offer (per user, per Member, organisation-wide etc.)?
Are there any optional modules or add‑ons we should be aware of?
What future developments or upgrades are planned for the next 12–24 months?

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/035278-2026 |
| Notice type | UK2 - Preliminary Market Engagement Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Not Specified |
| Procurement method details | Not specified |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 17 Apr 2026 |
| Submission deadline | Not specified |
| Future notice date | 30 Apr 2026 |
| Award date | Not specified |
| Contract period | 31 Jul 2026 - 31 Jul 2031 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £200,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planning |
| Lots status | Planning |
| Awards status | Not specified |
| 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 | TLL16 Gwent Valleys |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support
- 75 - Administration, defence and social security services

### Codes

- 48000000 - Software package and information systems
- 72000000 - IT services: consulting, software development, Internet and support
- 75110000 - General public services

## Release History

- 17 Apr 2026 at 13:51 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/035278-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/035278-2026
  17th April 2026 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- http://www.caerphilly.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-06857b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-06857b.json.