BT1830 Committee Management Information System

{
  "buyer": {
    "id": "GB-PPON-PWCV-4283-GVPW",
    "name": "Luton Council"
  },
  "date": "2025-11-05T10:10:05Z",
  "id": "071130-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05da9f",
  "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": "BT1830 Committee Management Information System\nCommittee 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": "2025-11-05T10:10:05Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "071130-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/071130-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-19T17:00:00+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 for initial term - 5 years",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
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        },
        "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\n1. Agenda Production/Publication\n\u2022 Automation of the agenda production process for all formal and informal meetings\n\u2022 Build agendas for publication\n\u2022 Build agendas for closed audiences (i.e. Not published)\n\u2022 Publish exempt information by title only\n\u2022 Embedded link to the YouTube live stream\n\u2022 Include links to the Teams Meetings and other URLs\n\u2022 Automated generation of final agenda document incorporating standard agenda pages and a compilation of all related reports and relevant attachments.\n\u2022 Finalised 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 The facility to submit a finalised version of the agenda document in PDF format directly to any given (email) delineation.\n2. E-petitions\n\u2022 Ability for members of the public to submit electronic petitions.\n3. Forward Plan, Report Management and Workflow\n\u2022 Produce formal committee reports within the system.\n\u2022 Drafting 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 Circulate of draft reports for sign off and comment (e.g. by Executive Members, Senior Managers, legal and financial officers).\n\u2022 Produce draft versions of the report in word and PDF format.\n\u2022 Produce final versions of the report in word and PDF format.\n\u2022 Produce and publish Executive Forward Plan\n4. Members Information\n\u2022 The system to incorporate a database of essential information related to Elected Members and political management arrangements\n\u2022 General information about the Council\u2019s democratic structures for internal and external publication\n\u2022 Memberships of Committees, Sub Committees, Panels, Topic Groups etc.\n\u2022 Data about elected Member and Co-opted Member details to include: -\no Name and address\no Contact details (including telephone, fax, e-mail address etc)\no Ward details\no Political party\no Find my Councillor by Ward, political party or alphabetically\no Date first elected and period(s) of holding office\no Retirement dates.\no Membership of committees, sub-committees, working parties and outside bodies\no Chairs and vice-chairs\no Leader and Deputy Leader of the Council\no Chairman of the Council and Vice-Chairman\no Leaders and Deputy Leaders of political groups\no Photograph\no Record of attendance at meetings\no Registration of interests\no Declarations of interests\no Surgery details\no Political Composition\no Individual web page for Councillors.\n\u2022 Ability to hide information (example: home address).\n\u2022 Representation on Outside Bodies information to include:\no name of organisation\no contact details including address, telephone, fax, e-mail address etc\no name, designation and contact details for primary contact\no Council\u2019s representatives (including substitutes) on the organisation, dates of appointment and terms of office\no cross reference to minute authorising appointment.\n5. Decisions and Minutes Creation\n\u2022 System to support the preparation, circulation, and publication of decisions and minutes:\n\u2022 Minutes creation to integrate with and draw upon information loaded as part of agenda production process.\n\u2022 Format minutes to comply with corporate accessibility requirements\n\u2022 Automated circulation of draft minutes to officers for comment with deadline specified.\n\u2022 Automated publishing of finalised minutes on the internet in appropriate format (pdf). Must\n6. Register of Interests at Meetings\n\u2022 Record of interests declared by Members at meetings.\n7. Search\n\u2022 Search for agenda, reports and minutes using search criteria:\no Free text\no Keyword\no Date\no Committee\no Any combination of the above.\n8. PDF Conversion\n\u2022 Inbuilt conversion of documents into PDF for publishing and printing (docx, xlsx etc)\n9. Committee Information\n\u2022 Purpose of committee\n\u2022 Members of committee\n\u2022 Dates of meetings\n10. Published documents\n\u2022 Ability to publish other documents:\no Exec forward plan\no Portfolios\no Exec notices\no Public notices\n11. Infrastructure \u0026 Security\n\u2022 Various levels of account security for Admins and Staff.\n12. User interface/Styling/Branding\n\u2022 The facility to change all web page styling\n\u2022 The website user-interface should take on the look of the corporate website and integrate seamlessly.\n\u2022 The website user-interface should be accessibility compliant in style and design\n\u2022 Customisable templates for agendas so they can include our branding.\n13. Compatibility\n\u2022 Compatible with Office 365"
            }
          ]
        },
        "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, BT1830 Committee Management Information System",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed"
    },
    "tenderPeriod": {
      "endDate": "2025-11-24T17:00:00+00:00"
    },
    "title": "BT1830 Committee Management Information System",
    "value": {
      "amount": 58800,
      "amountGross": 70560,
      "currency": "GBP"
    }
  }
}