Official UK procurement notice
Electronic Committee System · UK public procurement notice
Authority: Caerphilly County Borough Council (Local council)
What is being bought
Published requirement descriptionCaerphilly County Borough Council is undertaking preliminary market engagement to gather information and insight from suppliers regarding Electronic Committee Management Systems.
The Council is exploring options for a modern, bilingual (English and Welsh) digital solution to support the efficient management, publication and governance of committee agendas, reports, minutes and Member information. This engagement aims to understand current market capabilities, potential delivery models, indicative costs, and future innovation within this area.
The Council’s current system contract is due for renewal, and no final specification has yet been defined. The purpose of this market engagement is therefore to inform the development of a future procurement strategy and to help shape the Council’s requirements ahead of any formal tender process.
Suppliers of relevant software solutions are invited to review the outline functional areas provided and respond to a series of structured questions regarding system capabilities, technical features, bilingual support, system security, public‑facing functionality, Member services, integration options and implementation considerations.
This is not a call for competition and does not form part of a formal procurement process. No supplier selection or award will result from this exercise. The Council may use the information gathered to refine its approach, assess market readiness and inform potential future tender documentation.
All responses received through this engagement will be treated transparently and used solely for market research and planning purposes.
CPV: General public services · IT services: consulting, software development, Internet and support · Software package and information systems
The lotProcurement structure
single lot · no lot value publishedPipeline intelligence · planning stage: how this market runs before the tender is published
How Caerphilly County Borough Council buys General public services (CPV 7511), and who usually turns up
Caerphilly County Borough Council’s own published record, next to the published market for the same work. Frameworks and DPS are kept out: they attract a different number of bids. Whole-market view: General public services (CPV 7511) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Here, local means the winner is registered in the region where that contract was delivered.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners are registered in Wales (Cymru).
i
How long buyers here take to decide after bids close.
Middle value in days from the deadline to the first award notice, on competitions that published both dates.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards were announced within 51 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
Both shares are minimums: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid15% / 17%
2–336% / 67%
4–618% / 17%
7+30% / 0%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate44% / 33%
Within ±2%38% / 44%
Above estimate19% / 22%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 7511Published estimate£200k
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 14 past lots.
A forecast, not a list of bidders.
1 bid50%
2–329%
4–614%
7+7%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Planned procurement
- 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
- Unspecified in notice
- First published
- 17 Apr 2026, 14:51 BST
- Last source update
- 17 Apr 2026, 14:51 BST
- FTS notice number
2026/S 000-035278- Latest notice
- Preliminary market engagement notice (UK2)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06857bFind a Tender
How it was run
Official notice- Submission deadline
- —
Timeline
17 Apr 2026 → 1 Aug 2026 · 4 dates- Planning notice published188 days ago17 Apr 2026, 14:51 BST
- Market engagement176 days ago29 Apr 2026, 23:59 BST
- General System Capability
Please provide an overview of your Electronic Committee Management System, including its key modules and typical deployment model (SaaS, hosted, on‑premise).
How long has your system been in operational use within UK public sector organisations?
What is the typical implementation timeline for a local authority of similar size to ours?
- Bilingual Functionality (English & Welsh)
Does your system support full bilingual functionality (English and Welsh) across:
Member profiles
Committee webpages
Public search functions
Agenda/minutes generation
If yes, please describe how bilingual content is managed and displayed.
Is there any functionality that cannot be delivered bilingually as standard?
- Document Management, Agenda Packs & Minutes
Please describe how your system produces agenda packs combining agendas and reports into a single PDF.
How does your system manage exempt/private/confidential items within agenda packs?
Does your system include a version control and audit trail for agenda/report changes?
What tools exist for creating, editing and approving minutes?
- Search, Storage & Record Management
Please outline your system's storage, search and advanced search capabilities for:
Reports
Minutes
Historic meeting items
How long can documents be retained in the system and what retention‑policy tools are available?
Does your solution support integration with existing corporate document management systems?
- Access Control & Security
How does the system manage secure access to exempt reports (e.g., integration with corporate login / Microsoft Azure AD / Single Sign-On)?
Are access permissions configurable by user role, meeting type, or document classification?
- Public-Facing Features
Does your system support publication to both internal intranet and external internet sites?
If yes, please describe how exempt items are restricted from public view.
Please describe your public-facing Member search function (Name, Ward, Political Group etc.).
How are Members’ profile pages generated and updated?
- Democratic / Governance Features
How does the system record and store declarations of interest made at meetings?
How does your system manage:
Member attendance
Committee membership history
Training records
Election history
Can your solution automatically generate statistical reports (e.g., annual reports, attendance summaries)?
Please provide examples.
- Additional Functional Areas
Does your system provide functionality for:
Members’ annual reports publication
Upfront register of interests
Ward/boundary information
Recording outside body membership
Please explain how each is managed.
Do you offer an online petitions facility?
If yes, please outline key features.
Can the system generate committee web pages, including Terms of Reference (TOR), meeting dates and content?
What branding or customisation options exist to apply corporate design themes?
- Webcasting Integration
How does your system integrate with webcasting platforms?
Live stream embedding
Archived webcast links
Are there specific technical requirements for integration?
- Implementation, Training & Support
What onboarding, training and support services do you provide for:
Governance officers
IT administrators
Elected Members
What ongoing support models do you offer (e.g., helpdesk hours, SLA times, update frequency)?
- Technical & Integration Questions
Please describe available integrations (APIs, connectors) for:
Corporate login systems
Webcasting
Publishing platforms (CMS)
Document storage
What are the system’s typical browser, device and accessibility requirements?
- Commercial & Future Considerations
What licensing models do you offer (per user, per Member, organisation-wide etc.)?
Are there any optional modules or add‑ons we should be aware of?
What future developments or upgrades are planned for the next 12–24 months?
- Tender notice expected175 days ago30 Apr 2026, 23:59 BST
- Contract starts83 days ago1 Aug 2026, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Preliminary market engagement notice published17 Apr 2026, 14:51 BSTUK2
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (1)
Official links; attachments are not copiedNotices published for this procedure
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender