Scope
Reference
IT093
Description
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.
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 23 May 2025 to 22 May 2030
- Possible extension to 22 May 2031
- 6 years
Description of possible extension:
1 extension included in contract of 12 months
Main procurement category
Goods
CPV classifications
- 48330000 - Scheduling and productivity software package
- 48612000 - Database-management system
- 48613000 - Electronic data management (EDM)
Contract locations
- UKC - North East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
7 April 2025, 4:00pm
Tender submission deadline
14 April 2025, 4:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
12 May 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Methodolgy | Evaluation of award questions and system demonstrations. |
Quality | 60% |
| Value for Money | Submission of costs for the implementation of the system and the ongoing licences. |
Cost | 30% |
| Social Value | Submissions against identified Social Value Measures |
Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Market Engagement was completed under the PCR15 regime, with a notice issued in 2024, under 2024/S 000-004467.
Contracting authority
Gateshead Borough Council
- Public Procurement Organisation Number: PPGY-1151-NJQN
Civic Centre, Regent Terrace
Gateshead
NE8 1HH
United Kingdom
Email: procurement@gateshead.gov.uk
Website: https://www.gateshead.gov.uk/
Region: UKC22 - Tyneside
Organisation type: Public authority - sub-central government