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PROCUREMENT OPPORTUNITY

Contract for Cloud Based Electronic Document Records Management Solution

Gateshead Borough Council · Tender notice on Find a Tender

Tender information last checkedLast checked 29 Sept 2026, 22:42.

Opportunity overview

Gateshead 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.

Classification

  • CPV48330000 — Scheduling and productivity software package
  • CPV48612000 — Database-management system
  • CPV48613000 — Electronic data management (EDM)

Lots

  • Lot 1£1m

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
IT093
Status
complete
Above Threshold
Yes
Procurement Method
open
Main Procurement Category
goods
Procurement Method Details
Open procedure

Legal basis

Id
2023/54
Scheme
UKPGA

Expected award period

Ends
12 May 2025, 23:59

Tender Period

Ends
14 Apr 2025, 16:00

Enquiry period

Ends
7 Apr 2025, 16:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Status
complete
Has Renewal
Yes

Value

Amount
1,000,000
Currency
GBP
Including VAT
1,200,000

Renewal

Description
1 extension included in contract of 12 months

Suitability

Sme
Yes

Award criteria

Criteria

Criterion 1
Name
Methodolgy
Type
quality
Description
Evaluation of award questions and system demonstrations.

Numbers

Entry 1
Number
60
Weight
percentageExact
Criterion 2
Name
Value for Money
Type
cost
Description
Submission of costs for the implementation of the system and the ongoing licences.

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 3
Name
Social Value
Type
quality
Description
Submissions against identified Social Value Measures

Numbers

Entry 1
Number
10
Weight
percentageExact

Contract period

Ends
22 May 2030, 23:59
Starts
23 May 2025, 00:00
Max Extent Date
22 May 2031, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKC
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
48330000
Scheme
CPV
Description
Scheduling and productivity software package
Entry 2
Id
48612000
Scheme
CPV
Description
Database-management system
Entry 3
Id
48613000
Scheme
CPV
Description
Electronic data management (EDM)

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
L-1
Document Type
biddingDocuments
Entry 3
Id
009532-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
14 Mar 2025, 16:25
Entry 4
Id
022698-2025
Format
text/html
Notice Type
UK12
Description
Procurement termination notice on Find a Tender
Document Type
tenderCancellationNotice
Published
19 May 2025, 14:40

Planning and budget

No Engagement Notice Rationale
Market Engagement was completed under the PCR15 regime, with a notice issued in 2024, under 2024/S 000-004467.

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PPGY-1151-NJQN
Name
Gateshead Borough Council

Roles

buyer

Address

Region
UKC22
Country
GB
Locality
Gateshead
Postal Code
NE8 1HH
Country Name
United Kingdom
Street Address
Civic Centre, Regent Terrace

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PPGY-1151-NJQN
Scheme
GB-PPON

Contact

Award information

Award 1
Id
1
Status
cancelled
Status Details
During 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.
Final Status Date
19 May 2025, 00:00

Related lots

1

Recorded locations

  • Buyer location · Gateshead · UKC22 · NE8 1HH · United Kingdom
  • Delivery location · UKC · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-04ed83-2025-05-19T14:40:42+01:00Tender notice on Find a Tender ·