Official UK procurement notice
Contract for Cloud Based Electronic Document Records Management Solution
Authority: Karbon Homes (Public body)·On behalf of: Gateshead Borough Council
Sectors: Software Packages & ERP (48) Delivery: North East (UKC)
Published estimate £1,000,000≈ £200k / year · £1,200,000 inc. VAT · 1 value update
Submissions closed 14 Apr 2025
Contract term 5 yrsup to 6 yrs with extensions · starts 23 May 2025
What is being bought
Published requirement descriptionGateshead Council is looking to procure an off-the-shelf, cloud-based Electronic Document Records Management Solution (EDRM), on a 6 year contract basis (5 Years + 1 Year extension). This is to replace the current on-premise system.
The solution must be able to support multiple filing structures, uploading via scanning, and bespoke workflows as detailed in the specification.
The Council has a deadline of 31 March 2026 to mobilise the new solution, when the current contract expires.
- No preliminary market engagement: Market Engagement was completed under the PCR15 regime, with a notice issued in 2024, under 2024/S 000-004467.
CPV: Database-management system · Electronic data management (EDM) · Scheduling and productivity software package
The lotProcurement structure
single lot · value publishedLot #1Lot 1AwardedRenewalPublished value£1,000,000
- Value
- £1,000,000 exc. VAT · £1,200,000 inc. VAT
- Extensions
- 1 extension included in contract of 12 months
48330000 Scheduling and productivity software package48612000 Database-management system48613000 Electronic data management (EDM)
What it takes to win
Evaluation split and conditions of participation as published — the tender pack may add moreHow bids were scored
Published sub-criteria (6)
- Methodolgy — 60
- Methodolgy — 60
- Value for Money — 30
- Value for Money — 30
- Social Value — 10
- Social Value — 10
Published award criteria (6)
- Methodolgy — Evaluation of award questions and system demonstrations.
- Value for Money — Submission of costs for the implementation of the system and the ongoing licences.
- Social Value — Submissions against identified Social Value Measures
- Methodolgy — Evaluation of award questions and system demonstrations.
- Value for Money — Submission of costs for the implementation of the system and the ongoing licences.
- Social Value — Submissions against identified Social Value Measures
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Cancelled
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- No (one-off requirement)
- First published
- 19 May 2025, 14:40 BST
- Last source update
- 19 May 2025, 14:40 BST
- Award evaluation window
- Submission end — 12 May 2025, 23:59 BST
- Authority reference
IT093- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04ed83Find a Tender
How it was run
Official noticeRun through: OPEN-UK
Access & registration note: Free
- Submission deadline
- 14 Apr 2025, 16:00 BST
- Clarification deadline
- 7 Apr 2025, 16:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Detailed submission instructions & authority contactsFrom official release
Timeline
6 published dates · Europe/London- Tender notice published14 Mar 2025, 16:25 GMT
- Clarification questions by7 Apr 2025, 16:00 BST
- Submission deadline14 Apr 2025, 16:00 BST
- Award decision expected by12 May 2025, 23:59 BST
- Latest notice published19 May 2025, 14:40 BST
- Contract starts23 May 2025, 00:00 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics — not a forecastAwards 1
| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 19 May 2025 | CancelledDuring the evaluation of this tender the Contracting Authority has decided that it is not possible to award a contract for this requirement, and that the tender process will be terminated. The Contracting Authority will now complete an further review of the different options available to fulfill the requirement. |
Notice history
7 events · 2 releases on Find a Tender · since 14 Mar 2025- Procurement termination notice published19 May 2025, 14:40 BSTUK12
- Published value updated19 May 2025, 14:40 BSTwas £1,000,000
- Status changed to complete19 May 2025, 14:40 BST
- Procurement method changed19 May 2025, 14:40 BST
- Deadline withdrawn19 May 2025, 14:40 BST
- Buyer details updated19 May 2025, 14:40 BST
- Tender notice published14 Mar 2025, 16:25 GMTUK4
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- Gateshead Borough CouncilBeneficiary authority
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Conflict of interest declarationNot published
- Bidding documents and specifications
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender