Official UK procurement notice
Cemetery & Crematorium Administration System
Authority: The Mayor and Commonalty and Citizens of the City of London (Local council)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionThe City of London went to tender for a contract duration of 5 years with an option to extend for an additional 2 years.
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.
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of London network, this system frequently experiences crashes, lacks integration with other cemetery systems, and is outdated.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.
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.
CPV: Database software package · IT services: consulting, software development, Internet and support · Software copyright consultancy services
The lotProcurement structure
single lot · value publishedLot #1This contract was procured via an Open FTS procedureAwardedPublished value£280,000
This contract was procured via an Open FTS procedure.
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.
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.
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.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (3)
- Technical: 55%
- Responsible Procurement: 15%
- Commercial: 30%
Published award criteria (4)
- Technical: 55
- Responsible Procurement: 15
- Commercial: 30
- Price: 55/15/30
- Suitability
As stated within the procurement documents.
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 9 Jul 2024, 15:54 BST
- Last source update
- 27 May 2025, 11:32 BST
- Award evaluation window
- 8 Aug 2024 – …
- Authority reference
prj_COL_24087 or itt_COL_18448 or prj_176- FTS notice number
2025/S 000-027661- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-047c00Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
As stated within the procurement documents.
Publisher note: 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. The 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. Participants 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. The 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. Organisations 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. The 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. The 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. The procurement process that will apply to the requirement is specified in the procurement documents accordingly.
How it was run
Official noticeTender documents are also served through a separate tool: http://www.capitalesourcing.com ↗
- Submission deadline
- 8 Aug 2024, 12:00 BST
- Submission channel
- {"electronicSubmission","written"}
- Accepted languages
- en
- Bid validity
- 2520 days from the deadline
- Bids opened
- 8 Aug 2024, 12:00 BST
Timeline
8 Aug 2024 → 27 May 2025 · 3 dates- Submission deadline8 Aug 2024, 12:00 BST
- Bids opened8 Aug 2024, 12:00 BST
- Notice published27 May 2025, 11:32 BST
Notice history
2 events · 2 releases on Find a Tender · since 27 May 2025- Status changed to complete27 May 2025, 11:32 BST
- Buyer details updated27 May 2025, 11:32 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| GSS (NI) Limited (PlotBox) | £337,035 † | — | Awarded |
Contracts
Cemetery & Crematorium Administration System · GSS (NI) Limited (PlotBox)
- Signed
- 27 May 2025
- Value
- £337,035
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5bids · 5 electronic | — | — | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- City of London CorporationContracting authorityRegional or local authorityGeneral public services
Dispute resolution & review bodies
- Cabinet OfficeReview contact point
- High Court of England and WalesMediation bodyReview body
- High Court, Royal Courts of JusticeReview bodyReview contact point
Bidders & participating suppliers
1 commercial party on the notice- GSS (NI) Limited (PlotBox)Awarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria