Published date: 23 November 2017

Awarded contract - This means that the contract has been awarded to a supplier.


Closing: 5 July 2016

Contract summary

Industry

  • Software package and information systems - 48000000

Location of contract

North West

Value of contract

£10,000

Procurement reference

CMS1/A

Published date

23 November 2017

Closing date

5 July 2016

Contract start date

15 August 2016

Contract end date

14 August 2023

Contract type

Service contract

Procedure type

Open procedure (below threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements below the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The administration and control of the Council's democratic framework and decision making process is currently reliant upon manual processes. The Council recognises the need to modernise existing arrangements to enable more effective and efficient ways of working that will also bring further transparency to a more accessible Council decision making process.
The Council is therefore looking for a software solution that will enable it to achieve this. The functionality provided must be able to incorporate democratic processes, streamline them and be flexible to respond to any and all future changes, either required by the Council or through changes in legislation with regards to the democratic decision making process.
The software solution will be required to have appropriate database administration routines, system security and back up/ recovery procedures.
The software solution will be required, as a minimum, to run in a Windows 7 environment and be able to integrate with Microsoft Office products including SharePoint.
The Council is committed to working towards a paperless environment and to using technology to facilitate such improvements. The proposed solution must be able to support the use of tablets and enable the downloading/ viewing of agenda's and reports etc. via an app.
The main requirement is to provide an effective and efficient alternative to the current processes for collating and publishing Council reports, scheduling and managing meetings and publishing subsequent minutes and actions/ decisions. This information should also be made more readily accessible to users and be available 24 hours a day 365 days a year. As a minimum the solution must provide;
• Provision for the creation, circulation and version control of draft documents and all associated items in the preparation of meeting agenda, reports and minutes by assigned Officers. Taking said information to a signed off (final) state ready for publication.
• Collation and web based publishing of (final) meeting agendas, reports, minutes and supporting documentation that can be accessed via a tablet device. NB the provision of tablet devices etc. is outside the scope of this tender
• The ability to produce and edit a meeting diary (calendar) for all public, formal, internal and outside body meetings and training events. With email notifications of invitations and deadlines; and an internal and external subscription facility
• Facility to record, notify and publish the notice of key decisions and private meetings, urgent key decisions, delegated decisions and individual Executive member decisions
• Facility to record and publish member declarations and Register of Interests, attendance at meetings, Councillors information and the Council's political make up
• A comprehensive and searchable database of meeting agenda, reports, minutes, decisions and the ability to seamlessly access legacy documents and information

More information

Previous notice about this procurement

Committee Management System ITT

  • Opportunity
  • Published 23 November 2017, last edited 23 November 2017

Attachments

Links

Additional text

Please note that the lowest value figure relates to an estimate of annual cost.

Award information

Awarded date

26 September 2016

Contract start date

3 October 2016

Contract end date

21 September 2023

Total value of contract

£103,000

This contract was awarded to 1 supplier.

Modern Mindset

Address

Old Hall Barn
The Brows
Farnham Rd
Liss
Hampshire

Reference

None

Supplier is SME?

Yes

Supplier is VCSE?

No

About the buyer

Contact name

Chris Gay

Address

Town Hall
Manchester Rd
Burnley
BB11 9SA
England

Telephone

01282 477163

Email

cgay@burnley.gov.uk

Website

http://www.burnley.gov.uk/about-council/doing-business-burnley-council/current-opportunities