ProcuraAxisBeta
Sign inCreate Free Account
Home / Opportunities / Opportunity
PROCUREMENT OPPORTUNITY

Document Management System for H&SC

Royal Borough of Greenwich · Transparency notice on Find a Tender

Tender information last checkedLast checked 29 Sept 2026, 23:31.

Opportunity overview

Provision of a document management system (NEC Documents) for H&SC, replacing the incumbent solution

Awarded to

Amounts belong to published awards or contracts. Where several suppliers share one value, it is labelled as shared and is not a supplier-specific allocation.

NEC SOFTWARE SOLUTIONS UK LIMITED

Matched by number
Published award value
£700k
Awarded
Not supplied
Award ID
1
Status
pending
Identifier
GB-COH 00968498
Location
Hemel Hempstead, UKH23, HP2 7DX, United Kingdom

Classification

No classification was supplied.

Lots

  • Lot 1Value not stated

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
ocds-h6vhtk-04fac1
Status
complete
Procurement Method
direct
Procurement Method Details
Direct award
Why this procedure was chosen
The 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 The Council's version of TRIM is outdated and all vendor support has been withdrawn.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.

Legal basis

Id
2023/54
Scheme
UKPGA

Procedure reasons

Entry 1
Id
singleSuppliersTechnicalReasons

Lots and requirements

Entry 1
Id
1
Status
complete

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PXBB-6689-HZVL
Name
Royal Borough of Greenwich

Roles

buyer

Address

Region
UKI51
Country
GB
Locality
London
Postal Code
SE18 6HQ
Country Name
United Kingdom
Street Address
The Woolwich Centre, 35 Wellington Street

Details

Classifications

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

Identifier

Id
PXBB-6689-HZVL
Scheme
GB-PPON

Contact

Organisation 2
Id
GB-COH-00968498
Name
NEC SOFTWARE SOLUTIONS UK LIMITED

Roles

supplier

Address

Region
UKH23
Country
GB
Locality
Hemel Hempstead
Postal Code
HP2 7DX
Country Name
United Kingdom
Street Address
1st Floor, Imex Centre

Details

Vcse
No
Scale
large

Identifier

Id
00968498
Scheme
GB-COH

Contact

Additional Identifiers

Entry 1
Id
PHXX-6931-VYBP
Scheme
GB-PPON

Award information

Award 1
Id
1
Title
Document Management System for H&SC
Status
pending
Has Renewal
Yes
Above Threshold
Yes
Main Procurement Category
services

Items

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKI51
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
72222300
Scheme
CPV
Description
Information technology services

Value

Amount
700,000
Currency
GBP
Including VAT
840,000

Renewal

Description
If towards the end of the current contract and subsequent to further options appraisal and market engagement, a gap still remains in the market for suitable suppliers then RBG have including the provision to take an extension of 2 years (i.e. from 01/04/2028 to 31/03/2030).

Documents

Entry 1
Id
012047-2025
Format
text/html
Notice Type
UK5
Description
Transparency notice on Find a Tender
Document Type
awardNotice
Published
31 Mar 2025, 15:16

Suppliers

Supplier 1
Id
GB-COH-00968498
Name
NEC SOFTWARE SOLUTIONS UK LIMITED

Milestones

Entry 1
Id
1
Type
futureSignatureDate
Status
scheduled
Due
31 Mar 2025, 23:59

Related lots

1

Contract period

Ends
31 Mar 2028, 23:59
Starts
1 Apr 2025, 00:00
Max Extent Date
31 Mar 2030, 23:59

Recorded locations

  • Buyer location · London · UKI51 · SE18 6HQ · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-04fac1-2025-03-31T15:16:55+01:00Transparency notice on Find a Tender ·