Procurement

Governor Document Storage and Communications Platform

Cambridgeshire County Council

Procurement identifier (OCID): ocds-h6vhtk-056862

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.

Notices

UK4: Tender notice

Notice identifier: 2025/S 000-048190
Published: 12 August 2025, 5:03pm

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UK2: Preliminary market engagement notice

Notice identifier: 2025/S 000-043993
Published: 29 July 2025, 4:25pm