Electronic Committee Management System (ECMS).

Caerphilly County Borough Council invites tenders for the provision, implementation, support and maintenance of a comprehensive Electronic Committee Management System (ECMS). The Council requires a modern, secure, cloud-hosted solution to support the administration and governance of democratic services and committee management activities. The solution must facilitate the efficient creation, management, publication and archiving of committee agendas, reports, minutes, decisions and associated meeting documentation. The Council requires a fully bilingual (English and Welsh) system that supports the needs of elected Members, officers and the public whilst ensuring compliance with Welsh Language Standards, accessibility requirements, data protection legislation and recognised security standards. The solution should provide functionality including, but not limited to:

• Committee, meeting and calendar management.

• Agenda, report and minutes production workflows.

• Decision and action tracking.

• Public-facing committee information and publication portal.

• Secure Member and officer access via desktop, tablet and mobile devices.

• Bilingual content management and publication.

• Electronic distribution of meeting papers.

• Meeting attendance and voting management.

• Document storage, search and retrieval functionality.

• Integration with Microsoft 365 and other relevant Council systems.

• Role-based access controls and audit reporting.

• Management information and performance reporting. The successful supplier will be responsible for:

• Solution provisioning and implementation.

• System configuration and data migration where required.

• User acceptance testing support.

• Training for system administrators, officers and elected Members.

• Ongoing software maintenance, upgrades and technical support. Full details can be found in the ITT (Tender Pack)