Scope
Reference
DN786136
Description
Provision of a document storage and communications platform for governance bodies within Cambridgeshire.
The Council is looking for a provider to deliver on, but not limited to, the following:
3.1 A maximum of 121 licenses (school settings) to utilise an online document storage and communications platform for Governing Bodies of its schools and academies, with a total approximate user count of 1500.
3.2 Provide necessary training and development to enable new users and employees (e.g. Clerks to Governors) to access and utilise software appropriately
3.3 Provide opportunities for secure, GDPR compliant online documentation storage which can be uploaded by assigned users
3.4 Provide opportunities for assigned members to access broader Local Authority support and guidance documentation from a centralised library of documents (with restrictions as defined by the purchaser)
3.5 Provide a secure platform for communications amongst members of the Governing Body
3.6 Provide the purchaser with the opportunity to oversee engagement and usage, as well as accessing documentation with the prior permission of end users.
3.7 Enable integration with complementary governance tools, allowing seamless access to expert guidance, policy templates, and sector updates directly within the platform.
3.8 Provide functionality for scheduling meetings, sharing agendas, and tracking attendance, with automated reminders and calendar syncing for Governing Body members.
3.9 Support granular permission settings to ensure that users (e.g. governors, clerks, headteachers) only access documents and features relevant to their roles, enhancing security and usability.
3.10 Provide customisable dashboards for individual schools or academies to highlight key documents, upcoming meetings, and recent communications.
3.11 Offer configurable notifications and alerts for new documents, messages, or updates, helping users stay informed and engaged.
3.12 Provide functionality for Governing Body members to complete and record statutory compliance tasks via tick-box declarations, including but not limited to: Confirmation of having read Keeping Children Safe in Education guidance and Declaration of Pecuniary Interests.
3.13 Potential to provide functionality for Governing Body members and Clerks to browse, register, and manage attendance for online training sessions directly through the platform.
Total value (estimated)
- £73,000 excluding VAT
- £73,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 August 2027
- 2 years
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UKH12 - Cambridgeshire CC
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
14 August 2025, 6:00pm
Tender submission deadline
19 August 2025, 12:00pm
Submission address and any special instructions
All submissions MUST be provided electronically via the Council's e-tendering portal - ProContract.
More details can be found here:
Any bids submitted in any other way will be rejected.
Tenders may be submitted electronically
Yes
Award criteria
50% Price
50% Quality
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Cambridgeshire County Council
- Public Procurement Organisation Number: PJVB-3262-VGVJ
New Shire Hall Emery Crescent Enterprise Campus,
Alconbury Weald, Huntingdon
PE28 4YE
United Kingdom
Region: UKH12 - Cambridgeshire CC
Organisation type: Public authority - sub-central government