Find a TenderAwardedContract details notice

Published 30 May 2025, 10:49 BST

Official UK procurement notice

Committee Management System · UK public procurement notice

Authority: Bournemouth, Christchurch and Poole Council (Local council)

ServicesBelow threshold - open competitionBelow thresholdSME suitable

Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Software Packages & ERP (48)IT Services & Software (72) Delivery: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)

+6 more

East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)South West (UKK)

Published estimate£139,000≈ £54k / year · £166,800 inc. VAT20% below published estimate

Submissions closed 30 Jun 2025awarded 10 Nov 2025

Awarded to CIVICA UK LIMITED

Contract term 2 yrs 7 moends 31 Mar 2028 · up to 31 Mar 2030 with extensions · starts 1 Sept 2025

What is being bought

Published requirement description

Bournemouth, Christchurch and Poole (BCP) Council's Democratic Services require a system for the management of Councillor information, the drafting of reports, the recording of decisions, the scheduling of meetings, and the publication of meeting agendas, minutes and various legislative documents.

CPV: IT services: consulting, software development, Internet and support · Meeting planners · Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 2 yrs 7 moSMEPublished value£139,000

Contract period: 1 Sept 2025 – 31 Mar 2028 (2 yrs 7 mo) · up to 31 Mar 2030 with extensionsValue: £139,000 exc. VAT · £166,800 inc. VAT

Delivery: North East, North West, Yorkshire & Humber, East Midlands, West Midlands, East of England, London, South East, South WestEligibility: SME eligible

Extensions: There are 2 available extensions for 12 months.

30196100 Meeting planners 48000000 Software package and information systems 72000000 IT services: consulting, software development, Internet and support

What it takes to win
i
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 more

How bids were scored

Lot awarding rule: Bids will be assessed on a combination of price and quality, weighted as follows: 40% for total price and 60% for quality, based on the questions listed within the Tender Response Part D. The three highest scoring Bidder's at the end of the Stage 3 evaluation will be invited to undertake a demonstration to the Council and will move to Stage 4 of the evaluation where they will be assessed on a combination of Revised Quality Score 30% ,Price Score 40% and Presentation Score 30%. The highest scoring Bidder will be awarded the contract.

Procedure terms & legal framework

From the official record

Procedure method: Below threshold - open competition
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Awarded
Procurement threshold: Below threshold
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Unspecified in notice
First published: 30 May 2025, 10:49 BST
Last source update: 17 Nov 2025, 09:58 GMT
Authority reference: DN771065
FTS notice number: 2025/S 000-028695
Latest notice: Contract details notice (UK7)
Classification (CPV): IT services: consulting, software development, Internet and supportMeeting plannersSoftware package and information systems
Delivery area: North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
+1 more
South West (UKK)
Official registry OCID: ocds-h6vhtk-052973 Find a Tender

How it was run

Official notice

Run through: ProContract (Due North) · Who buys & how to bid on ProContract

Supplier login requiredElectronic submission allowed

Access & registration note: Free · short registration with manual review; public opportunity list

Submission deadline: 30 Jun 2025, 14:00 BST
Clarification deadline: 16 Jun 2025, 00:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed

Detailed submission instructions & authority contactsFrom official release

www.supplyingthesouthwest.org.uk ↗

Timeline

30 May 2025 → 17 Nov 2025 · 5 dates

Tender notice published
30 May 2025, 10:49 BST
Clarification questions by
16 Jun 2025, 00:00 BST
Submission deadline
30 Jun 2025, 14:00 BST
Contract starts
1 Sept 2025, 00:00 BST
Latest notice published337 days ago
17 Nov 2025, 09:58 GMT

Notice history

3 events · 2 releases on Find a Tender · since 30 May 2025

Tender notice published
30 May 2025, 10:49 BST
UK4
Contract details notice published
17 Nov 2025, 09:58 GMT
UK7
Status changed to complete
17 Nov 2025, 09:58 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £111,2341 contract exc. VAT

Contracts signed 1latest 10 Nov 2025

Awarded to	Value	Date	Status
CIVICA UK LIMITED	£111,234 †	—	Awarded

Contracts

Committee Management System · CIVICA UK LIMITED
Signed
10 Nov 2025
Value
£111,234
Period
10 Nov 2025 – 31 Mar 2028 · up to 31 Mar 2030 with extensions
Status
active
Extensions
2 x 12 month extension available.

Contracting authority & participating public bodies

Bournemouth, Christchurch and Poole Council

Contracting authorityPublic authority - sub-central government GB-PPON: PHYY-7342-PRHH BCP Council Civic Centre, Bournemouth, South West, BH2 6DYContact email

Bidders & participating suppliers

1 commercial party on the notice

CIVICA UK LIMITEDAwarded supplierGB-COH: 01628868GB-PPON: PCMJ-9641-QWWM Southbank Central, 30 Stamford Street, London, London, SE1 9LQContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender17 Nov 2025, 09:58 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender30 May 2025, 10:49 BST