Cemetery & Crematorium Administration System

{
  "id": "027661-2025",
  "tag": [
    "award",
    "contract"
  ],
  "bids": {
    "statistics": [
      {
        "id": "1",
        "value": 5,
        "measure": "bids",
        "relatedLot": "1"
      },
      {
        "id": "2",
        "value": 5,
        "measure": "electronicBids",
        "relatedLot": "1"
      }
    ]
  },
  "date": "2025-05-27T11:32:23+01:00",
  "ocid": "ocds-h6vhtk-047c00",
  "buyer": {
    "id": "GB-FTS-139337",
    "name": "The Mayor and Commonalty and Citizens of the City of London"
  },
  "awards": [
    {
      "id": "027661-2025-1-1",
      "title": "Cemetery & Crematorium Administration System",
      "status": "active",
      "suppliers": [
        {
          "id": "GB-FTS-149323",
          "name": "GSS (NI) Limited (PlotBox)"
        }
      ],
      "relatedLots": [
        "1"
      ]
    }
  ],
  "tender": {
    "id": "prj_COL_24087 or itt_COL_18448 or prj_176",
    "lots": [
      {
        "id": "1",
        "status": "cancelled",
        "hasOptions": false,
        "description": "This contract was procured via an Open FTS procedure.\n​​The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year.\n​​The current burial and cremation administration system is used to record and manage burials and cremations. It has outlived its effectiveness due to the limited updates to the system. Hosted on the City of London network, this system frequently experiences crashes, lacks integration with other cemetery systems, and is outdated. Consequently, it fails to meet user requirements. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856.\n​The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery is interested in acquiring a system capable of integrating with the City’s finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery.",
        "awardCriteria": {
          "criteria": [
            {
              "name": "Technical",
              "type": "quality",
              "description": "55"
            },
            {
              "name": "Responsible Procurement",
              "type": "quality",
              "description": "15"
            },
            {
              "name": "Commercial",
              "type": "quality",
              "description": "30"
            },
            {
              "type": "price",
              "description": "55/15/30"
            }
          ]
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryLocation": {
          "description": "The City of London Cemetery & Crematorium, Aldersbrook Rd, London E12 5DQ"
        },
        "deliveryAddresses": [
          {
            "region": "UK"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48611000",
            "scheme": "CPV",
            "description": "Database software package"
          },
          {
            "id": "79121100",
            "scheme": "CPV",
            "description": "Software copyright consultancy services"
          }
        ]
      }
    ],
    "title": "Cemetery & Crematorium Administration System",
    "status": "complete",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "The City of London went to tender for a contract duration of 5 years with an option to extend for an additional 2 years. \n​​The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year.\n​​The current burial and cremation administration system is used to record and manage burials and cremations. It has outlived its effectiveness due to the limited updates to the system. Hosted on the City of London network, this system frequently experiences crashes, lacks integration with other cemetery systems, and is outdated. Consequently, it fails to meet user requirements. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856.\n​The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery is interested in acquiring a system capable of integrating with the City’s finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery.",
    "classification": {
      "id": "72000000",
      "scheme": "CPV",
      "description": "IT services: consulting, software development, Internet and support"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-FTS-139337",
      "name": "The Mayor and Commonalty and Citizens of the City of London",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UK",
        "locality": "London",
        "postalCode": "EC2P 2EJ",
        "countryName": "United Kingdom",
        "streetAddress": "Po Box 270, Guildhall"
      },
      "details": {
        "url": "https://www.cityoflondon.gov.uk",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "legalName": "The Mayor and Commonalty and Citizens of the City of London"
      },
      "contactPoint": {
        "email": "mitchell.walker@cityoflondon.gov.uk",
        "telephone": "+44 2076063030"
      }
    },
    {
      "id": "GB-FTS-149323",
      "name": "GSS (NI) Limited (PlotBox)",
      "roles": [
        "supplier"
      ],
      "address": {
        "region": "UK",
        "locality": "Ballymena, Antrim",
        "postalCode": "BT43 7QA",
        "countryName": "United Kingdom",
        "streetAddress": "The Ecos Centre, Kernohans Lane, Northern Ireland,"
      },
      "details": {
        "scale": "large"
      },
      "identifier": {
        "legalName": "GSS (NI) Limited (PlotBox)"
      }
    },
    {
      "id": "GB-FTS-3937",
      "name": "High Court of England and Wales",
      "roles": [
        "reviewBody",
        "mediationBody"
      ],
      "address": {
        "locality": "London",
        "postalCode": "WC1A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "Royal Courts of Justice, The Strand"
      },
      "identifier": {
        "legalName": "High Court of England and Wales"
      }
    },
    {
      "id": "GB-FTS-137",
      "name": "Cabinet Office",
      "roles": [
        "reviewContactPoint"
      ],
      "address": {
        "locality": "London",
        "postalCode": "SW1A 2AS",
        "countryName": "United Kingdom",
        "streetAddress": "70 Whitehall"
      },
      "identifier": {
        "legalName": "Cabinet Office"
      }
    }
  ],
  "language": "en",
  "contracts": [
    {
      "id": "027661-2025-1-1",
      "title": "Cemetery & Crematorium Administration System",
      "value": {
        "amount": 337035,
        "currency": "GBP"
      },
      "status": "active",
      "awardID": "027661-2025-1-1",
      "dateSigned": "2025-05-27T00:00:00+01:00"
    }
  ],
  "initiationType": "tender"
}

{
  "id": "020953-2024",
  "tag": [
    "tender"
  ],
  "date": "2024-07-09T15:54:53+01:00",
  "ocid": "ocds-h6vhtk-047c00",
  "buyer": {
    "id": "GB-FTS-135",
    "name": "City of London Corporation"
  },
  "tender": {
    "id": "prj_COL_24087 or itt_COL_18448",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 280000,
          "currency": "GBP"
        },
        "status": "active",
        "options": {
          "description": "The core contract terms is 60 months with the optional of an additional 24 month extension Therefore the potential contract length is 84 months.\nPlease note that the contract value is up to £280,000 per annum in line with the published Tender Documents and the published Terms & Conditions, for the entire 7 year duration (84 months)."
        },
        "hasOptions": true,
        "hasRenewal": false,
        "description": "​​The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year.\n​​The current burial and cremation administration system is used to record and manage burials and cremations. It has outlived its effectiveness due to the limited updates to the system. Hosted on the City of London network, this system frequently experiences crashes, lacks integration with other cemetery systems, and is outdated. Consequently, it fails to meet user requirements. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856.\n​The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery is interested in acquiring a system capable of integrating with the City’s finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery.",
        "contractPeriod": {
          "durationInDays": 2520
        },
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryLocation": {
          "description": "The City of London Cemetery & Crematorium, Aldersbrook Rd, London E12 5DQ"
        },
        "deliveryAddresses": [
          {
            "region": "UK"
          }
        ],
        "additionalClassifications": [
          {
            "id": "72417000",
            "scheme": "CPV",
            "description": "Internet domain names"
          },
          {
            "id": "79121100",
            "scheme": "CPV",
            "description": "Software copyright consultancy services"
          }
        ]
      }
    ],
    "title": "Cemetery & Crematorium Administration System",
    "value": {
      "amount": 280000,
      "currency": "GBP"
    },
    "status": "active",
    "coveredBy": [
      "GPA"
    ],
    "documents": [
      {
        "id": "economic",
        "documentType": "economicSelectionCriteria"
      },
      {
        "id": "technical",
        "documentType": "technicalSelectionCriteria"
      }
    ],
    "bidOpening": {
      "date": "2024-08-08T12:00:00+01:00"
    },
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "awardPeriod": {
      "startDate": "2024-08-08T12:00:00+01:00"
    },
    "description": "​​The City of London Cemetery and Crematorium is a major burial and cremation facility for Northeast London and part of Southwest Essex and is visited by around 250,000 people annually. Each year the City of London Cemetery and Crematorium carries out around 900 earth burials and 2600 cremations a year.\n​​The current burial and cremation administration system is used to record and manage burials and cremations. It has outlived its effectiveness due to the limited updates to the system. Hosted on the City of London network, this system frequently experiences crashes, lacks integration with other cemetery systems, and is outdated. Consequently, it fails to meet user requirements. The Cemetery also still relies on hand-drawn maps dating back to when the cemetery was first opened in 1856.\n​The Cemetery requires an end-to-end admin management system that is fully integrated with GIS mapping. This system should serve as the single source of truth and seamlessly link customer accounts and databases. Furthermore, the Cemetery is interested in acquiring a system capable of integrating with the City’s finance systems. This will ensure a streamlined and efficient operation, enhancing the overall management of the Cemetery.",
    "tenderPeriod": {
      "endDate": "2024-08-08T12:00:00+01:00"
    },
    "communication": {
      "atypicalToolUrl": "http://www.capitalesourcing.com"
    },
    "contractTerms": {
      "performanceTerms": "As stated within the procurement documents.",
      "hasElectronicPayment": true,
      "hasElectronicOrdering": true,
      "electronicInvoicingPolicy": "allowed"
    },
    "hasRecurrence": false,
    "classification": {
      "id": "79121100",
      "scheme": "CPV",
      "description": "Software copyright consultancy services"
    },
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "bidValidityPeriod": {
        "durationInDays": 2520
      }
    },
    "submissionMethod": [
      "electronicSubmission",
      "written"
    ],
    "procurementMethod": "open",
    "selectionCriteria": {
      "criteria": [
        {
          "type": "suitability",
          "appliesTo": [
            "supplier"
          ],
          "description": "As stated within the procurement documents."
        }
      ]
    },
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "http://www.capitalesourcing.com",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-FTS-135",
      "name": "City of London Corporation",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI",
        "locality": "London",
        "postalCode": "EC2P 2EJ",
        "countryName": "United Kingdom",
        "streetAddress": "Guildhall"
      },
      "details": {
        "url": "https://www.cityoflondon.gov.uk",
        "buyerProfile": "http://www.capitalesourcing.com",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "legalName": "City of London Corporation"
      },
      "contactPoint": {
        "url": "http://www.capitalesourcing.com",
        "email": "Mitchell.Walker@cityoflondon.gov.uk",
        "telephone": "+44 2076063030"
      }
    },
    {
      "id": "GB-FTS-143",
      "name": "High Court, Royal Courts of Justice",
      "roles": [
        "reviewBody",
        "reviewContactPoint"
      ],
      "address": {
        "locality": "London",
        "postalCode": "WC2A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "Strand"
      },
      "identifier": {
        "legalName": "High Court, Royal Courts of Justice"
      },
      "contactPoint": {
        "telephone": "+44 20794760000"
      }
    }
  ],
  "language": "en",
  "description": "This tendering exercise is being undertaken using the electronic tendering system ‘capitalEsourcing’ (www.capitalesourcing.com). Suppliers will need to register an interest on the system in order to participate and registration is free.\nThe estimated value given at II.2.6) is for the full duration of the contract including the maximum possible extensions. The estimated contract value is therefore £280,000.\nParticipants should register as a supplier on the portal using the aforementioned URL/link (if not already), then search for the opportunity titled using the Reference number stated below.\nThe procurement is being run as a one stage process under the open procedure and therefore, if your organisation would like to participate in this tender exercise, it can by completing and returning the Qualification Envelope  and the Invitation To Tender documents which can be found on the City's e-procurement portal at:  www.capitalesourcing.com with the Reference number: prj_COL_24087 or itt_COL_18448.\nOrganisations must submit their completed Qualification Envelope and Invitation to Tender documents, via the system by the return deadline in order to participate and registration is free. Qualification Envelopes and Invitation to Tender (ITT) documents cannot be uploaded after the return deadline.\nThe contracting authority will not be held accountable for any errors made by an organisation in submitting their applicable Qualification Envelopes and Invitation to Tender (ITT) documents.\nThe contracting authority reserves the right at any time to vary the timescales in this notice, cease the procurement process and not award the agreement or to award only part of the opportunity described in this notice. If the contracting authority takes up any of these rights then it will not be responsible for, or pay the expenses or losses, which may be incurred by any candidate or tenderer as a result. Economic operators are solely responsible for their costs and expenses incurred in connection with the preparation of their tender submissions and all stages throughout the procurement. Under no circumstances will the contracting authority be liable for costs or expense borne by the economic operators.\nThe procurement process that will apply to the requirement is specified in the procurement documents accordingly.",
  "initiationType": "tender"
}