Electronic Committee System

Caerphilly County Borough Council is undertaking preliminary market engagement to gather information and insight from suppliers regarding Electronic Committee Management Systems. The Council is exploring options for a modern, bilingual (English and Welsh) digital solution to support the efficient management, publication and governance of committee agendas, reports, minutes and Member information.

This engagement aims to understand current market capabilities, potential delivery models, indicative costs, and future innovation within this area. The Council’s current system contract is due for renewal, and no final specification has yet been defined.

The purpose of this market engagement is therefore to inform the development of a future procurement strategy and to help shape the Council’s requirements ahead of any formal tender process. Suppliers of relevant software solutions are invited to review the outline functional areas provided and respond to a series of structured questions regarding system capabilities, technical features, bilingual support, system security, public‑facing functionality, Member services, integration options and implementation considerations.

This is not a call for competition and does not form part of a formal procurement process. No supplier selection or award will result from this exercise.

The Council may use the information gathered to refine its approach, assess market readiness and inform potential future tender documentation. All responses received through this engagement will be treated transparently and used solely for market research and planning purposes.