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PROCUREMENT OPPORTUNITY

BT1830 Committee Management Information System

Luton Council · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 11:42.

Opportunity overview

Committee Management Information System Committee meetings are a statutory function. The law provides for hard copies of agenda papers to be made available for public inspection and to make papers available electronically on websites. A committee management software system is required to fulfil that requirement in the most time-efficient way. More recently the broadcasting/livestreaming of council meetings and the use of other platforms such as Teams to facilitate attendance for the public have been required. The committee management system requires the facility to publish links to those meetings and retain copies of the recorded meetings. We are looking to host the system on our own servers.

Classification

  • CPV72000000 — IT services: consulting, software development, Internet and support

Lots

  • Lot 1£58.8k

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
779317
Status
active
Above Threshold
No
Procurement Method
open
Main Procurement Category
services
Procurement Method Details
Below threshold - open competition

Legal basis

Id
2023/54
Scheme
UKPGA

Tender Period

Ends
19 Nov 2025, 17:00

Enquiry period

Ends
14 Nov 2025, 17:00

Submission terms

Electronic Submission Policy
allowed

Lots and requirements

Entry 1
Id
1
Status
active
Has Renewal
Yes

Value

Amount
58,800
Currency
GBP
Including VAT
70,560

Renewal

Description
2 extensions - up to 12 months each

Suitability

Sme
Yes
Vcse
Yes

Award criteria

Criteria

Criterion 1
Name
Technical Abilities – Additionality
Type
quality
Description
Technical Abilities – Additionality

Numbers

Entry 1
Number
20
Weight
percentageExact
Criterion 2
Name
Usability – demo
Type
quality
Description
Usability – demo

Numbers

Entry 1
Number
40
Weight
percentageExact
Criterion 3
Name
Total price
Type
price
Description
Total Price for initial term - 5 years

Numbers

Entry 1
Number
40
Weight
percentageExact

Contract period

Ends
30 Apr 2031, 23:59
Starts
1 May 2026, 00:00
Max Extent Date
30 Apr 2033, 23:59

Selection criteria

Criteria

Criterion 1
Description
Technical Abilities – Essentials No & Description 1. Agenda Production/Publication • Automation of the agenda production process for all formal and informal meetings • Build agendas for publication • Build agendas for closed audiences (i.e. Not published) • Publish exempt information by title only • Embedded link to the YouTube live stream • Include links to the Teams Meetings and other URLs • Automated generation of final agenda document incorporating standard agenda pages and a compilation of all related reports and relevant attachments. • Finalised agenda document to include automatic page numbering of individual pages, item numbering on each report’s first page and each item’s initial page inserted on agenda pages. • The facility to submit a finalised version of the agenda document in PDF format directly to any given (email) delineation. 2. E-petitions • Ability for members of the public to submit electronic petitions. 3. Forward Plan, Report Management and Workflow • Produce formal committee reports within the system. • Drafting of reports in a range of Council committee formats (e.g. to include amendable standard sections to complete, use of standard headings, paragraph numbering) • Circulate of draft reports for sign off and comment (e.g. by Executive Members, Senior Managers, legal and financial officers). • Produce draft versions of the report in word and PDF format. • Produce final versions of the report in word and PDF format. • Produce and publish Executive Forward Plan 4. Members Information • The system to incorporate a database of essential information related to Elected Members and political management arrangements • General information about the Council’s democratic structures for internal and external publication • Memberships of Committees, Sub Committees, Panels, Topic Groups etc. • Data about elected Member and Co-opted Member details to include: - o Name and address o Contact details (including telephone, fax, e-mail address etc) o Ward details o Political party o Find my Councillor by Ward, political party or alphabetically o Date first elected and period(s) of holding office o Retirement dates. o Membership of committees, sub-committees, working parties and outside bodies o Chairs and vice-chairs o Leader and Deputy Leader of the Council o Chairman of the Council and Vice-Chairman o Leaders and Deputy Leaders of political groups o Photograph o Record of attendance at meetings o Registration of interests o Declarations of interests o Surgery details o Political Composition o Individual web page for Councillors. • Ability to hide information (example: home address). • Representation on Outside Bodies information to include: o name of organisation o contact details including address, telephone, fax, e-mail address etc o name, designation and contact details for primary contact o Council’s representatives (including substitutes) on the organisation, dates of appointment and terms of office o cross reference to minute authorising appointment. 5. Decisions and Minutes Creation • System to support the preparation, circulation, and publication of decisions and minutes: • Minutes creation to integrate with and draw upon information loaded as part of agenda production process. • Format minutes to comply with corporate accessibility requirements • Automated circulation of draft minutes to officers for comment with deadline specified. • Automated publishing of finalised minutes on the internet in appropriate format (pdf). Must 6. Register of Interests at Meetings • Record of interests declared by Members at meetings. 7. Search • Search for agenda, reports and minutes using search criteria: o Free text o Keyword o Date o Committee o Any combination of the above. 8. PDF Conversion • Inbuilt conversion of documents into PDF for publishing and printing (docx, xlsx etc) 9. Committee Information • Purpose of committee • Members of committee • Dates of meetings 10. Published documents • Ability to publish other documents: o Exec forward plan o Portfolios o Exec notices o Public notices 11. Infrastructure & Security • Various levels of account security for Admins and Staff. 12. User interface/Styling/Branding • The facility to change all web page styling • The website user-interface should take on the look of the corporate website and integrate seamlessly. • The website user-interface should be accessibility compliant in style and design • Customisable templates for agendas so they can include our branding. 13. Compatibility • Compatible with Office 365

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKH21
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
72000000
Scheme
CPV
Description
IT services: consulting, software development, Internet and support

Published documents

Entry 1
Id
069448-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
29 Oct 2025, 15:00

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PWCV-4283-GVPW
Name
Luton Council

Roles

buyer

Address

Region
UKH21
Country
GB
Locality
Luton
Postal Code
LU1 2BQ
Country Name
United Kingdom
Street Address
Town Hall

Details

Classifications

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

Identifier

Id
PWCV-4283-GVPW
Scheme
GB-PPON

Contact

Recorded locations

  • Buyer location · Luton · UKH21 · LU1 2BQ · United Kingdom
  • Delivery location · UKH21 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05d668-2025-10-29T15:00:54ZTender notice on Find a Tender ·