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Official procurement procedure

Document Management System for H&SC

No classification published
Location not published
Published value
Not published
Submission deadline Not published
Lots published1
Procurement Executive Summary
AI & Search Synopsis
Generated from official OCDS record
Tenderline Synopsis: Royal Borough of Greenwich: "Document Management System for H&SC". Published status: complete. Published value: Value not published. 1 published lot. Submission deadline not published. See the official notice for participation instructions.
Contracting AuthorityRoyal Borough of GreenwichScope & CategoriesNot publishedSubmission Window
complete
No deadline published
Submission GatewayDirect notice routeLegal Basis & RegimeStandard procurementEstimated Value (exc. VAT)Not published
Bidder Intelligence · Authority Profile: Royal Borough of Greenwich
Market Analytics
View Authority Profile →
Derived from OCDS awards & bid statistics
Published history for Royal Borough of Greenwich. These figures describe retained records, not a forecast of bids or a measure of buyer bias.
Published-to-award variance
Not availableInsufficient comparable data
Requires at least 5 comparable procedures
Competition Density
8.2Bids / Report
14.3% of reports have one bid
Supplier ConcentrationHigh Concentration
BUILDING ASSOCIATES LTDTop vendor: 98.1% of attributable value
Payment Terms
Check noticePublished terms
Payment obligations depend on the applicable regime and contract. Consult the official documents.
Coverage: 38 active published awards; 14 bid reports (which may be per lot). Supplier values exclude multi-supplier awards, frameworks and DPS, and use GBP only. They are published award values, not payments. Published-to-award variance compares single-lot, single-award, single-supplier GBP procedures with explicitly non-framework/non-DPS status; increases remain in the average. Unpublished data stays unknown. Awarded suppliers are winners, not all bidders.
Historical Awarded Suppliers With This Authority:
Supplier NameHistoric AwardsAttributable GBP Value
BUILDING ASSOCIATES LTD2 wins£17,257,727
MUFG CORPORATE MARKETS TREASURY LIMITED1 win£140,000
Routeware Limited1 win£136,128
EcoOnline UK Limited1 win£56,520
Procedure terms
Contracting AuthorityRoyal Borough of Greenwich
Procedure methodNot published
Procurement categoryNot published
Statuscomplete
Framework / DPSNot published
CompetitionNot published
Above thresholdNot published
Legal basisNot published
Tender period startsNot published
Clarification deadlineNot published
Electronic submissionNot published
Submission languagesNot published
Published31 Mar 2025, 15:16 BST
Last source update31 Mar 2025, 15:16 BST
Recurring procurementNot published
ClassificationNot published
Delivery areaLocation not published
OCIDocds-h6vhtk-04fac1
What is being bought
Provision of a document management system (NEC Documents) for H&SC, replacing the incumbent solution
What changed
From the official release history
  1. Status changed to complete
    31 Mar 2025, 15:16 BST
  2. Official notice release published
    31 Mar 2025, 15:16 BST
  3. Buyer information updated
    31 Mar 2025, 15:16 BST
Lots and requirements (1)
Published by the contracting authority
  • Lot 1 · #1
    Individual lot title not published
    complete
    Published valueNot published
    The source published no individual title or description for this lot.
    Contract periodNot published
    EligibilityNot published
    Options / renewalNot published
Timeline
  1. Procedure published
    31 Mar 2025, 15:16 BST
  2. Award pending
    Not published · £700,000
Commercial outcome and competition
Awards
NEC Software Solutions UK Limited
£700,000 · Not published · pending
ContractsNo contract published
Bid statisticsNo aggregate bid statistics published
Buyer and organisations in this procedure

Royal Borough of Greenwich

Contracting authority GB-PPON-PXBB-6689-HZVL
View buyer profile

  • Royal Borough of Greenwich
    buyer

    GB-PPON: PXBB-6689-HZVL
    The Woolwich Centre, 35 Wellington Street, London, UKI51, SE18 6HQ, GB
    procurement@royalgreenwich.gov.uk

  • NEC SOFTWARE SOLUTIONS UK LIMITED
    supplier

    GB-COH: 00968498 · GB-PPON: PHXX-6931-VYBP
    1st Floor, Imex Centre, Hemel Hempstead, UKH23, HP2 7DX, GB
    psbidmgmt@necsws.com
Award and contract changes
Documents (1)
Official links; attachments are not copied

  • Not published

    tender
    conflictOfInterest
Related procedures (0)
No data
No related procedures published
Planning and rationale
Planning budgetNot published
No-engagement rationaleNot published
Procedure rationaleThe directorate of Housing and Safer Communities has a long-established need for a dedicated document management solution. This is especially relevant to services that make use of business systems, such as NEC Housing, that do not provide built-in document storage capabilities of their own. The incumbent system, TRIM (provided by Hewlett Packard), has been in operation since 2007. The system has more than 500 users and now contains ~3.6 million documents, amounting to ~3.5 TB of data. The ability to store and access these documents is critical to service delivery. The Council's version of TRIM is outdated and all vendor support has been withdrawn. The Council does not have an active contract with the supplier, Hewlett Packard, or means of seeking renewal of any support agreements given the age of the system. The system is no longer commercially available for purchase. TRIM is not compliant. The system is dependent upon legacy infrastructure, namely 2003 and 2008 servers, which no longer receive security patches or support. As a result, TRIM and the hosting infrastructure present a major risk to the Council's PSN compliance. Though Digital has taken steps to secure TRIM, these are interim measures only and do not satisfy PSN requirements. Working in collaboration, Digital and H&SC started a technology options appraisal in December 2022. The appraisal aimed to determine the best document management solution available to replace TRIM and meet the Council's requirements. When the appraisal was concluded, the team presented a recommendation to procure and implement NEC Documents. The recommendation was approved by H&SC Digital Board in March 2023. The proposed contract with NEC Software Solutions UK Ltd will secure provision of the preferred document management system, NEC Documents. The documents retained in the incumbent system are critical to service delivery. If we do not proceed with the award of a contract and subsequently implement a new document management system, the Council faces significant risk of reputational, legal and financial damage resulting from potential data loss and system failure. Without a replacement system, it will not be possible to decommission TRIM and the Council's PSN compliance will also be at serious risk.