Official UK procurement notice
Contract for Cloud Based Electronic Document Records Management Solution
Authority: Gateshead Council (Local council)
What is being bought
Published requirement descriptionGateshead 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.
- No preliminary market engagement: Market Engagement was completed under the PCR15 regime, with a notice issued in 2024, under 2024/S 000-004467.
CPV: Database-management system · Electronic data management (EDM) · Scheduling and productivity software package
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,000,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (3)
- Methodolgy: 60%
- Value for Money: 30%
- Social Value: 10%
Published award criteria (3)
- Methodolgy: Evaluation of award questions and system demonstrations.
- Value for Money: Submission of costs for the implementation of the system and the ongoing licences.
- Social Value: Submissions against identified Social Value Measures
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- Notice status
- Cancelled
- 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
- 14 Mar 2025, 16:25 GMT
- Last source update
- 19 May 2025, 14:40 BST
- Award evaluation window
- Submission end – 12 May 2025
- Authority reference
IT093- FTS notice number
2025/S 000-009532- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04ed83Find a Tender
How it was run
Official notice- Submission deadline
- 14 Apr 2025, 16:00 BST
- Clarification deadline
- 7 Apr 2025, 16:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
14 Mar 2025 → 23 May 2025 · 6 dates- Tender notice published14 Mar 2025, 16:25 GMT
- Clarification questions by7 Apr 2025, 16:00 BST
- Submission deadline14 Apr 2025, 16:00 BST
- Award decision expected by12 May 2025, 23:59 BST
- Latest notice published19 May 2025, 14:40 BST
- Contract starts23 May 2025, 00:00 BST
Notice history
3 events · 2 releases on Find a Tender · since 14 Mar 2025- Tender notice published14 Mar 2025, 16:25 GMTUK4
- Procurement termination notice published19 May 2025, 14:40 BSTUK12
- Status changed to complete19 May 2025, 14:40 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 19 May 2025 | CancelledDuring 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. |
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender