---
title: "Software Solution for Board Meeting Management and Governance with Optional Risk Management System"
ocid: "ocds-r6ebe6-0000802449"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000802449"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000802449.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000802449.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "GRAMPIAN HOUSING ASSOCIATION LTD"
published: "2025-10-06"
---

# Software Solution for Board Meeting Management and Governance with Optional Risk Management System

Buyer: GRAMPIAN HOUSING ASSOCIATION LTD  
Current stage: Award  
OCID: ocds-r6ebe6-0000802449

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## Summary

The Grampian Housing Association Ltd is seeking to engage a single supplier for a software solution aimed at enhancing Board meeting management and governance, with an optional risk management system. This tender is categorized under the industry of Housing and Community Amenities and specifically targets organisations within the Registered Social Landlord sector, preferably in Scotland. The procurement process follows an open procedure, ensuring competitive accessibility, and pertains to goods. The tender covers operations in Aberdeen City, Aberdeenshire, and Moray, with the requirement that the software supports approximately 65 users, including Board members, staff, and external stakeholders. The initial contract will run for three years from 1 October 2025, with the potential for a two-year extension. Key dates include a submission deadline on 29 July 2025, with a decision expected the same day.

This procurement represents an opportunity for companies that specialise in software solutions for governance and risk management, particularly those with a proven track record in the Registered Social Landlord sector. Businesses that can demonstrate a successful implementation of similar software, as well as those with the capability to provide robust user training, will find themselves well-suited to compete. The tender also encourages added value, innovation, and community benefits, which aligns with Grampian Housing Association's values. This provision can enhance the supplier's reputation within the public sector and contribute to their growth, whilst providing benefits to the local community and enhancing organisational governance practices within the housing sector.

## Notice

GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system

### Lot Information

Lot 1

You are invited to submit a tender for the provision of a software solution to facilitate Board meeting management and governance with an optional risk management system to translate GHA's appetite for risk for the Grampian Group. We acknowledge that a risk management system may not be available in all Board management/governance software solutions. This element is therefore viewed as optional and not mandatory. This tender may be awarded without a risk management system. The scoring reflects this. Access to the software will be required for approximately 65 users including 20 Board members, 30 members of staff (5 of whom are administrators) and 15 external stakeholders (e.g. SHR, external and internal auditors). It is required that following training provision for Administrators and Users (staff and Board members) this software will be fully functional by 1 October 2025, for an initial period of three years. There is also potential for an extension up to a further two years to the contract, subject to satisfactory performance. Any extension of the contract will be entirely at the discretion of GHA. The contract is subject to reappointment annually. GHA is looking for software which has been successfully implemented within the Registered Social Landlord (RSL) sector, preferably in Scotland, to meet the requirements set out above and in Appendix C.

Renewal: Up to a further 24 months

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT540699 |
| Notice type | OJEU - F3 - Contract Award Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 6 Oct 2025 |
| Submission deadline | 29 Jul 2025 |
| Future notice date | Not specified |
| Award date | 6 Oct 2025 |
| Contract period | Not specified |
| Recurrence | 1 October 2028 unless extension is granted for up to two further years. |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | GRAMPIAN HOUSING ASSOCIATION LTD |
| Locality | ABERDEEN |
| Post town | Aberdeen |
| Postcode | AB10 1TD |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM5 North Eastern Scotland |
| ITL 3 | TLM50 Aberdeen City and Aberdeenshire |
| Local authority | Aberdeen City |
| Electoral ward | Midstocket/Rosemount |
| Westminster constituency | Aberdeen South |
| Delivery location | TLM5 North Eastern Scotland |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48000000 - Software package and information systems

## Release History

- 6 Oct 2025 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT540699
- 24 Jun 2025 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN533191

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=1
  17th July 2025 - Invitation to Tender
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=13
  17th July 2025 - Invitation to Tender
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=3
  7th July 2025 - Appendix B - Pricing Submission
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=12
  7th July 2025 - Appendix B - Pricing Submission REVISED to include line for optional risk element
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=2
  24th June 2025 - Appendix A - Company Information
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=4
  24th June 2025 - Appendix C - Quality Method Statement Submission
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=5
  24th June 2025 - Appendix D - Declaration
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=6
  24th June 2025 - Appendix E - Anti-Collusion Non-canvassing & conflict of interest statement
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=7
  24th June 2025 - Appendix 2.1 New Supplier Application Form
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=8
  24th June 2025 - Appendix 2.2 New Supplier Terms and Conditions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=9
  24th June 2025 - Appendix 3 GHA Board & Committee Structure
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=10
  24th June 2025 - Appendix 4 - GHA's Risk Appetite
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN533191&idx=11
  24th June 2025 - Appendix 5 - The Grampian Deal leaflet
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN533191
  Software Solution for Board Meeting Management and Governance with Optional Risk Management System - GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT540699
  Software Solution for Board Meeting Management and Governance with Optional Risk Management System - GHA wishes to appoint a single supplier for the provision of a software solution to facilitate the management of Board meetings and governance arrangements with an optional risk management system

## Notice URLs

- http://
- http://www.grampianhousing.co.uk/
- http://www.publiccontractsscotland.gov.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000802449

## 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-r6ebe6-0000802449. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000802449.json.