BT1830 Committee Management Information System

{
  "buyer": {
    "id": "GB-PPON-PWCV-4283-GVPW",
    "name": "Luton Council"
  },
  "date": "2025-10-29T15:00:54Z",
  "id": "069448-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05d668",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Luton",
        "postalCode": "LU1 2BQ",
        "region": "UKH21",
        "streetAddress": "Town Hall"
      },
      "contactPoint": {
        "email": "procurement@luton.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.luton.gov.uk"
      },
      "id": "GB-PPON-PWCV-4283-GVPW",
      "identifier": {
        "id": "PWCV-4283-GVPW",
        "scheme": "GB-PPON"
      },
      "name": "Luton Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": false,
    "description": "Committee Management Information System\nCommittee meetings are a statutory function. The law provides for hard copies of agenda papers to be made available for public inspection and to make papers available electronically on websites. A committee management software system is required to fulfil that requirement in the most time-efficient way. \nMore recently the broadcasting/livestreaming of council meetings and the use of other platforms such as Teams to facilitate attendance for the public have been required. The committee management system requires the facility to publish links to those meetings and retain copies of the recorded meetings.\nWe are looking to host the system on our own servers.",
    "documents": [
      {
        "datePublished": "2025-10-29T15:00:54Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "069448-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/069448-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-14T17:00:00+00:00"
    },
    "id": "779317",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH21"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Technical Abilities \u2013 Additionality ",
              "name": "Technical Abilities \u2013 Additionality ",
              "numbers": [
                {
                  "number": 20.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Usability \u2013 demo ",
              "name": "Usability \u2013 demo ",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Total Price for initial term - 5 years",
              "name": "Total price",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-04-30T23:59:59+01:00",
          "maxExtentDate": "2033-04-30T23:59:59+01:00",
          "startDate": "2026-05-01T00:00:00+01:00"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "2 extensions - up to 12 months each"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Technical Abilities \u2013 Essentials\nNo \u0026 Description\t\n1.\tAgenda Production/Publication\n\u2022\tAutomation of the agenda production process for all formal and informal meetings\n\u2022\tBuild agendas for publication\n\u2022\tBuild agendas for closed audiences (i.e. Not published)\n\u2022\tPublish exempt information by title only\n\u2022\tEmbedded link to the YouTube live stream\n\u2022\tInclude links to the Teams Meetings and other URLs\n\u2022\tAutomated generation of final agenda document incorporating standard agenda pages and a compilation of all related reports and relevant attachments. \n\u2022\tFinalised agenda document to include automatic page numbering of individual pages, item numbering on each report\u2019s first page and each item\u2019s initial page inserted on agenda pages.\n\u2022\tThe facility to submit a finalised version of the agenda document in PDF format directly to any given (email) delineation.\t\n2.\tE-petitions\n\u2022\tAbility for members of the public to submit electronic petitions.\t\n3.\tForward Plan, Report Management and Workflow\n\u2022\tProduce formal committee reports within the system.\n\u2022\tDrafting of reports in a range of Council committee formats (e.g. to include amendable standard sections to complete, use of standard headings, paragraph numbering)\n\u2022\tCirculate of draft reports for sign off and comment (e.g. by Executive Members, Senior Managers, legal and financial officers).\n\u2022\tProduce draft versions of the report in word and PDF format.\n\u2022\tProduce final versions of the report in word and PDF format.\n\u2022\tProduce and publish Executive Forward Plan \t\n4.\tMembers Information\n\u2022\tThe system to incorporate a database of essential information related to Elected Members and political management arrangements\n\u2022\tGeneral information about the Council\u2019s democratic structures for internal and external publication \n\u2022\tMemberships of Committees, Sub Committees, Panels, Topic Groups etc.\n\u2022\tData about elected Member and Co-opted Member details to include: -\no\tName and address\no\tContact details (including telephone, fax, e-mail address etc)\no\tWard details\no\tPolitical party\no\tFind my Councillor by Ward, political party or alphabetically\no\tDate first elected and period(s) of holding office\no\tRetirement dates.\no\tMembership of committees, sub-committees, working parties and outside bodies\no\tChairs and vice-chairs\no\tLeader and Deputy Leader of the Council\no\tChairman of the Council and Vice-Chairman\no\tLeaders and Deputy Leaders of political groups\no\tPhotograph\no\tRecord of attendance at meetings\no\tRegistration of interests\no\tDeclarations of interests\no\tSurgery details\no\tPolitical Composition\no\tIndividual web page for Councillors.\n\u2022\tAbility to hide information (example: home address). \n\u2022\tRepresentation on Outside Bodies information to include:\no\tname of organisation\no\tcontact details including address, telephone, fax, e-mail address etc\no\tname, designation and contact details for primary contact\no\tCouncil\u2019s representatives (including substitutes) on the organisation, dates of appointment and terms of office\no\tcross reference to minute authorising appointment.\t\n5.\tDecisions and Minutes Creation\n\u2022\tSystem to support the preparation, circulation, and publication of decisions and minutes:\n\u2022\tMinutes creation to integrate with and draw upon information loaded as part of agenda production process. \n\u2022\tFormat minutes to comply with corporate accessibility requirements\n\u2022\tAutomated circulation of draft minutes to officers for comment with deadline specified.\n\u2022\tAutomated publishing of finalised minutes on the internet in appropriate format (pdf).\tMust\n6.\tRegister of Interests at Meetings\n\u2022\tRecord of interests declared by Members at meetings.\t\n7.\tSearch\n\u2022\tSearch for agenda, reports and minutes using search criteria:\no\tFree text\no\tKeyword\no\tDate\no\tCommittee\no\tAny combination of the above.\t\n8.\tPDF Conversion\n\u2022\tInbuilt conversion of documents into PDF for publishing and printing (docx, xlsx etc)\t\n9.\tCommittee Information\n\u2022\tPurpose of committee\n\u2022\tMembers of committee\n\u2022\tDates of meetings \t\n10.\tPublished documents\n\u2022\tAbility to publish other documents:\no\tExec forward plan\no\tPortfolios\no\tExec notices\no\tPublic notices\t\n11.\tInfrastructure \u0026 Security\n\u2022\tVarious levels of account security for Admins and Staff.\n12.\tUser interface/Styling/Branding\n\u2022\tThe facility to change all web page styling\n\u2022\tThe website user-interface should take on the look of the corporate website and integrate seamlessly.\n\u2022\tThe website user-interface should be accessibility compliant in style and design\n\u2022\tCustomisable templates for agendas so they can include our branding.\t\n13.\tCompatibility\n\u2022\tCompatible with Office 365\t "
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 58800,
          "amountGross": 70560,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Below threshold - open competition",
    "status": "active",
    "submissionMethodDetails": "https://procontract.due-north.com/\nProject reference: DN779317",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed"
    },
    "tenderPeriod": {
      "endDate": "2025-11-19T17:00:00+00:00"
    },
    "title": "BT1830 Committee Management Information System",
    "value": {
      "amount": 58800,
      "amountGross": 70560,
      "currency": "GBP"
    }
  }
}