Contract Management and Supplier Relationship Software

{
  "id": "079624-2025",
  "tag": [
    "planningUpdate"
  ],
  "date": "2025-12-04T10:40:13Z",
  "ocid": "ocds-h6vhtk-05edf3",
  "buyer": {
    "id": "GB-PPON-PLZQ-1654-VNHW",
    "name": "London Borough of Merton"
  },
  "tender": {
    "id": "ocds-h6vhtk-05edf3",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59+01:00",
          "startDate": "2026-05-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKI6",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "72245000",
            "scheme": "CPV",
            "description": "Contract systems analysis and programming services"
          },
          {
            "id": "72260000",
            "scheme": "CPV",
            "description": "Software-related services"
          }
        ]
      }
    ],
    "title": "Contract Management and Supplier Relationship Software",
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Re: Soft Market Testing Questionnaire for Contract Management & Supplier Relationship System\nThe London Borough of Merton (\"the Authority\") is seeking to undertake a procurement exercise to procure a contract management and supplier relationship system/software to help manage contracts across the council. The system is intended to help support contract managers to performance manage contracts/services throughout the lifecycle of the contract. The system will need to enhance the contract management capabilities, and help the council to meet it legal obligations, specifically relating to Procurement Act 23.\nThe Authority would like to discuss the provision of Contract Management & Supplier Relationship System. There are a set of questions at the end that we request responses to.\nPlease note that this is NOT a call for competition.\nYour duly completed questionnaire must be received by 14 January 2026 via the London Tenders Portal (https://procontract.due-north.com/register/). Further information is available in Section 2.\nAny questionnaires received after this deadline will not be accepted. Should you have any queries regarding the process or questionnaire contents, please direct your queries to the nominated contact via the London Tenders Portal (https://procontract.due-north.com/register/).\nAbout the Contract:\nThe London Borough of Merton currently has no dedicated contract management system in place. Officers rely on spreadsheets, Word documents, and siloed approaches, which creates inconsistency, duplication of effort, and limited visibility of contract performance. This leads to risks around compliance with the Procurement Act 2023, reduced assurance on value for money, and inefficient processes.\nThe Council is seeking a contract and supplier management solution to:\nIdeally integrate with Merton's existing tools such as SharePoint, Nitro (eSign), E5 finance system, and Proactis. The Authority is particularly interested in digital solutions that can futureproof contract management, enhance performance monitoring, and provide assurance to senior leadership on delivery and savings.\nThe service objective are as follows:\n1.\tEnhance governance and compliance\n•\tEnsure compliance with the Procurement Act 23 and the National Procurement Policy Statement\n•\tProvide clear audit trails, approvals and transparency across the full contract lifecycle\n•\tStandardise contract management practices across Merton.\n2.\tImprove contract performance management\n•\tEnable real-time monitoring of supplier performance against KPIs, SLAs and social value commitments\n•\tDashboards and alerts to highlight risks, underperformance and opportunities\n•\tSupport proactive issue resolution and continuous improvement in supplier relationships\n3.\tEnable strategic oversight and assurance\n•\tProvide senior leaders with visibility of contract pipeline, spend, savings and performance\n•\tSupport data-driven decision making through integrated reporting and analysis\n•\tEnhance assurance for the council, i.e. SROs, Audit and Scrutiny Committees\n4.\tStreamline workflows and reduce manual processes\n•\tAutomate tasks such as contract renewal, variations and approval workflows\n•\tMinimise duplication of effort and resilience on spreadsheets and siloed systems/practices\n•\tProvide structured templates and processes for consistency\n5.\t Support integration and collaboration\n•\tSeamlessly integrate with existing systems (SharePoint, Proactis, Nitro eSign, E5 finance system, and other systems where necessary)\n•\tProvide collaborative tolls for Procurement, Finance, Legal and service departments\n•\tFacilitate information sharing and joined-up working across the council\n6.\tBuild Long-term capability and futureproofing\n•\tProvide a scalable, flexible platform that can adapt to future contract management needs\n•\tInclude training, onboarding and change management support for officers\n•\tReduce reliance on manual interventions and build internal confidence in digital tools\n7.\tDeliver value for money\n•\tEnsure the system represents a cost-effective investment through saving, efficiency gains and risk reduction\n•\tEnable improved contract outcomes, stronger supplier management and better use of resources\nQuestions \tResponses\na.\tPlease describe how your system supports end-to-end contract lifecycle management, including procurement pipeline planning, contract award, performance monitoring, and contract closure\nb.\tHow does your system support compliance with the Procurement Act 2023 and the National Procurement Policy Statement, i.e. publication of notices onto the Central Digital Platform (CDP)\nc.\tPlease outline the dashboards, KPIs, alerts, and reporting tools available in your system to support contract managers and provide assurance to senior leadership\n(please provide screenshots where possible)\nd.\tHow does your solution support integration with third-party systems, such as SharePoint, Nitro (eSign), E5 finance system, Active Directory, and Proactis?\ne.\t What functionality does your system offer for workflow automation, approvals, and document management (e.g., variation tracking, savings reports, risk logs, templates)?\nf.\tPlease explain your approach to implementation, configuration, and user training, including indicative timelines and how you support change management and adoption across council departments\ng. \tWhat is your pricing model (subscription/licence, implementation, support, training\nh.\tWhat experience do you have of working with other local authorities or similar public sector organisations? Please provide examples, lessons learned, and how these could be applied at Merton\ni. \tHow does your system enable supplier relationship management, such as supplier portals, performance scorecards, collaboration tools, and innovation tracking?\nj.\tAre you currently on a framework agreement? If so, please can you name which one(s)\nk.\tCan you confirm whether your system is hosted, and if so, please specify the hosting model and the geographic location(s) of the hosting infrastructure?\nl.\tPlease confirm whether your organisation is ISO/IEC 27001 certified?\nm.\tDoes your system support Single Sign On(SSO) or Multi Factor Authentication?\nn.\tPlease explain your support model including but not limited to\nAvailability\nSupport channels\nResponse and resolution SLAs\nUpgrades & maintenance\nChange requests\no.\tWhat accessibility standards does your system comply with (e.g., WCAG 2.2)?",
    "aboveThreshold": false,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PLZQ-1654-VNHW",
      "name": "London Borough of Merton",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI63",
        "country": "GB",
        "locality": "Morden",
        "postalCode": "SM4 5DX",
        "countryName": "United Kingdom",
        "streetAddress": "Merton Civic Centre, London Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PLZQ-1654-VNHW",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "commercial.services@merton.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "079624-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/079624-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-12-04T10:40:13Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-01-14T23:59:59Z",
        "description": "The London Borough of Merton (\"the Authority\") is conducting a soft market testing exercise to explore options for a Contract Management and Supplier Relationship System. This engagement aims to gather market intelligence, assess supplier capabilities, and inform the future procurement strategy. Please note this is not a call for competition.\nScope of Engagement:\nThe Authority seeks responses from suppliers with solutions that support end-to-end contract lifecycle management, compliance with the Procurement Act 2023, integration with existing systems (SharePoint, Nitro eSign, E5 finance, Proactis), and enhanced performance monitoring and reporting.\nLocations and Events:\nThis is a virtual engagement process managed through the London Tenders Portal. No physical events are planned at this stage. All communication and submissions will be handled electronically."
      }
    ]
  },
  "initiationType": "tender"
}

{
  "id": "079343-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-12-03T12:55:41Z",
  "ocid": "ocds-h6vhtk-05edf3",
  "buyer": {
    "id": "GB-PPON-PLZQ-1654-VNHW",
    "name": "London Borough of Merton"
  },
  "tender": {
    "id": "ocds-h6vhtk-05edf3",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "suitability": {
          "sme": true
        },
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59+01:00",
          "startDate": "2026-05-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "additionalClassifications": [
          {
            "id": "72245000",
            "scheme": "CPV",
            "description": "Contract systems analysis and programming services"
          },
          {
            "id": "72260000",
            "scheme": "CPV",
            "description": "Software-related services"
          }
        ]
      }
    ],
    "title": "Contract Management and Supplier Relationship Software",
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Re: Soft Market Testing Questionnaire for Contract Management & Supplier Relationship System\nThe London Borough of Merton (\"the Authority\") is seeking to undertake a procurement exercise to procure a contract management and supplier relationship system/software to help manage contracts across the council. The system is intended to help support contract managers to performance manage contracts/services throughout the lifecycle of the contract. The system will need to enhance the contract management capabilities, and help the council to meet it legal obligations, specifically relating to Procurement Act 23. \nThe Authority would like to discuss the provision of Contract Management & Supplier Relationship System. There are a set of questions at the end that we request responses to.\nPlease note that this is NOT a call for competition.\nAbout the Contract:\nThe London Borough of Merton currently has no dedicated contract management system in place. Officers rely on spreadsheets, Word documents, and siloed approaches, which creates inconsistency, duplication of effort, and limited visibility of contract performance. This leads to risks around compliance with the Procurement Act 2023, reduced assurance on value for money, and inefficient processes.\nThe Council is seeking a contract and supplier management solution to:\nIdeally integrate with Merton's existing tools such as SharePoint, Nitro (eSign), E5 finance system, and Proactis. The Authority is particularly interested in digital solutions that can futureproof contract management, enhance performance monitoring, and provide assurance to senior leadership on delivery and savings.\nThe service objective are as follows: \n1.\tEnhance governance and compliance\n•\tEnsure compliance with the Procurement Act 23 and the National Procurement Policy Statement\n•\tProvide clear audit trails, approvals and transparency across the full contract lifecycle\n•\tStandardise contract management practices across Merton. \n2.\tImprove contract performance management \n•\tEnable real-time monitoring of supplier performance against KPIs, SLAs and social value commitments\n•\tDashboards and alerts to highlight risks, underperformance and opportunities\n•\tSupport proactive issue resolution and continuous improvement in supplier relationships\n3.\tEnable strategic oversight and assurance\n•\tProvide senior leaders with visibility of contract pipeline, spend, savings and performance\n•\tSupport data-driven decision making through integrated reporting and analysis\n•\tEnhance assurance for the council, i.e. SROs, Audit and Scrutiny Committees\n4.\tStreamline workflows and reduce manual processes\n•\tAutomate tasks such as contract renewal, variations and approval workflows \n•\tMinimise duplication of effort and resilience on spreadsheets and siloed systems/practices \n•\tProvide structured templates and processes for consistency\n5.\t Support integration and collaboration\n•\tSeamlessly integrate with existing systems (SharePoint, Proactis, Nitro eSign, E5 finance system, and other systems where necessary) \n•\tProvide collaborative tolls for Procurement, Finance, Legal and service departments \n•\tFacilitate information sharing and joined-up working across the council \n6.\tBuild Long-term capability and futureproofing \n•\tProvide a scalable, flexible platform that can adapt to future contract management needs\n•\tInclude training, onboarding and change management support for officers\n•\tReduce reliance on manual interventions and build internal confidence in digital tools\n7.\tDeliver value for money\n•\tEnsure the system represents a cost-effective investment through saving, efficiency gains and risk reduction \n•\tEnable improved contract outcomes, stronger supplier management and better use of resources \n\tQuestions \tResponses \na.\tPlease describe how your system supports end-to-end contract lifecycle management, including procurement pipeline planning, contract award, performance monitoring, and contract closure\nb.\tHow does your system support compliance with the Procurement Act 2023 and the National Procurement Policy Statement, i.e. publication of notices onto the Central Digital Platform (CDP)\t\nc.\tPlease outline the dashboards, KPIs, alerts, and reporting tools available in your system to support contract managers and provide assurance to senior leadership\n(please provide screenshots where possible)\nd.\tHow does your solution support integration with third-party systems, such as SharePoint, Nitro (eSign), E5 finance system, Active Directory, and Proactis?\ne.\t What functionality does your system offer for workflow automation, approvals, and document management (e.g., variation tracking, savings reports, risk logs, templates)?\nf.\tPlease explain your approach to implementation, configuration, and user training, including indicative timelines and how you support change management and adoption across council departments\ng. \tWhat is your pricing model (subscription/licence, implementation, support, training\nh.\tWhat experience do you have of working with other local authorities or similar public sector organisations? Please provide examples, lessons learned, and how these could be applied at Merton\ni. \tHow does your system enable supplier relationship management, such as supplier portals, performance scorecards, collaboration tools, and innovation tracking?\nj.\tAre you currently on a framework agreement? If so, please can you name which one(s)\nk.\tCan you confirm whether your system is hosted, and if so, please specify the hosting model and the geographic location(s) of the hosting infrastructure?\nl.\tPlease confirm whether your organisation is ISO/IEC 27001 certified?\nm.\tDoes your system support Single Sign On(SSO) or Multi Factor Authentication?\t\nn.\tPlease explain your support model including but not limited to \nAvailability\nSupport channels\nResponse and resolution SLAs\nUpgrades & maintenance\nChange requests\t\no.\tWhat accessibility standards does your system comply with (e.g., WCAG 2.2)?",
    "aboveThreshold": false,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PLZQ-1654-VNHW",
      "name": "London Borough of Merton",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI63",
        "country": "GB",
        "locality": "Morden",
        "postalCode": "SM4 5DX",
        "countryName": "United Kingdom",
        "streetAddress": "Merton Civic Centre, London Road"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PLZQ-1654-VNHW",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "commercial.services@merton.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "079343-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/079343-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-12-03T12:55:41Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-01-14T23:59:59Z",
        "description": "The London Borough of Merton (\"the Authority\") is conducting a soft market testing exercise to explore options for a Contract Management and Supplier Relationship System. This engagement aims to gather market intelligence, assess supplier capabilities, and inform the future procurement strategy. Please note this is not a call for competition.\nScope of Engagement:\nThe Authority seeks responses from suppliers with solutions that support end-to-end contract lifecycle management, compliance with the Procurement Act 2023, integration with existing systems (SharePoint, Nitro eSign, E5 finance, Proactis), and enhanced performance monitoring and reporting.\nLocations and Events:\nThis is a virtual engagement process managed through the London Tenders Portal. No physical events are planned at this stage. All communication and submissions will be handled electronically."
      }
    ]
  },
  "initiationType": "tender"
}