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Application Support and Maintenance Provider

Open
International

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

General Info

Documents

This scope was carved out of CCBC/PS3024/26/GH.

The full solicitation package (1 document), including the RFP, is on the prime solicitation, not on this scope.

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Electronic Committee Management System (ECMS).

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Organization & Contact Information

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AgencyCaerphilly County Borough Council
ContactsNo contacts available
OfficeN/A
Office AddressN/A
ContactsNo contact information available

Full Description

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Performs ongoing technical support and maintenance for prime contractors on Caerphilly County Borough Council software contracts. Manages software upgrades, patching, and performance monitoring. Utilizes help desk and ticketing systems to resolve technical issues and ensure system availability in accordance with security standards. Delivers maintained system availability and resolved support tickets.

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Solicitation # CCBC/PS3024/26/GH
Caerphilly County Borough Council is seeking tenders for the provision, implementation, support, and maintenance of a secure, cloud-hosted Electronic Committee Management System (ECMS). This system is intended to modernize the administration of democratic services by facilitating the creation, management, publication, and archiving of committee agendas, reports, minutes, and decisions. Key functional requirements include committee and calendar management, decision tracking, a public-facing publication portal, and secure access via desktop, tablet, and mobile devices. The solution must integrate with Microsoft 365 and other council systems, featuring role-based access controls and audit reporting. Crucially, the system must be fully bilingual in English and Welsh to ensure compliance with Welsh Language Standards, accessibility requirements, data protection legislation, and recognized security standards. The contract is scheduled to run from November 1, 2027, to October 31, 2032, with a possible five-year extension option renewed annually, potentially extending the term to November 1, 2037. The procurement is being conducted under a Competitive Flexible Procedure per the Procurement Act 2023, with a multi-stage evaluation weighted toward demonstrations (45%), quality questions (35%), and price (20%). The successful supplier will be responsible for system configuration, data migration, user acceptance testing, and comprehensive training for administrators, officers, and elected Members. Payment terms are set at 30 days, and the submission deadline for tenders is December 11, 2026.
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