Provision of a Hosted Meeting and Agenda System (ModernGov)
Bristol City CouncilEstimated Value
Not specified
Deadline
Not specified
Published
18 May 2026
Type
Not specified
Overview
3 year contract with option to extend for 12 months for Software for the Hosted Meeting and Agenda System (ModernGov) for decision making meetings to upload reports and agendas to enable elected members and the public to electronically access those documents.
AI Analysis
Powered by AI — always verify against official documents
This is a 3-year contract (with a possible 1-year extension) to provide a software system called ModernGov that local government bodies use to share meeting agendas and reports online. Elected councillors and the public will use it to view and access meeting documents electronically instead of paper copies.
Requirements
- Software must be a hosted (cloud-based) solution — not installed on the buyer's servers
- System must support uploading and managing reports and agendas for decision-making meetings
- Must enable electronic access for elected members (councillors) to view documents
- Must enable public access to meeting documents
- Contract duration: 3 years with optional 12-month extension
- No specific certifications, security standards, or compliance requirements explicitly stated in this notice — check the full tender documents for ISO27001, GDPR compliance, data protection, accessibility standards (WCAG), and business continuity requirements
Key Tasks & Deliverables
- Provide and maintain a hosted software platform (ModernGov or equivalent) throughout the 3-year contract
- Enable councillors and staff to upload meeting agendas and reports to the system
- Ensure the system displays documents in a format accessible to elected members
- Provide public-facing access so residents can view meeting documents online
- Maintain system uptime and performance during the contract period
- Support users (staff and councillors) in using the platform
How to Read This Tender
- 1This is a Software-as-a-Service (SaaS) contract — the supplier hosts the software in the cloud and the buyer pays an annual fee, rather than buying permanent licenses. Understand whether pricing is per-user, per-meeting, or a flat annual fee.
- 2Look carefully in the full tender documents for Service Level Agreements (SLAs) — these specify uptime guarantees (e.g., '99.5% availability'), response times for support, and penalties if the system goes down.
- 3Check the 'optional extension' clause: can both parties agree to extend for 12 months, or does only one party decide? This affects your ability to commit long-term.
- 4Search the detailed requirements for data security, backup, and disaster recovery — local government handles sensitive councillor communications and must comply with GDPR and UK data protection law.
- 5Accessibility is critical for public-facing systems: the tender documents should specify WCAG 2.1 AA or similar standards so disabled users (councillors and residents) can access meetings equally.
Tips for Small Businesses
- If you don't currently offer ModernGov, check whether the buyer will accept an equivalent system (e.g., Civica, Confirm, or another agenda management platform). The tender may be named after ModernGov but allow alternative solutions — this opens the bid to more suppliers.
- Hosting and support costs are your main risk: make sure you understand your own cloud infrastructure costs (AWS, Azure, or your own data centre) before pricing, as any underestimation will erode margins over 3 years. Build in a cost escalation clause if you can negotiate it.
- Consider bundling professional services (training for councillors, data migration from their old system, custom reporting) as 'added value' to differentiate your bid — councils often value smooth implementation over just software alone.
Award Details
Civica UK Ltd
Likely incumbents
Suppliers who won similar work from this buyer in the last 5 years.
- 1
Civica UK Limited
1 contract wonlatest 23 Jul 2026ends 30 Sept 2027£45,888
total awarded
Civica UK Limited is the most likely incumbent based on recency and category match. To win, bidders typically need a clearly differentiated proposition or a price advantage.
Before you bid, buyers check
two years of filed accountsyour financial standingturnover vs contract valueyour Companies House recordcash flow for 30-day termscredit scores and ratios
Actions
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Buyer Profile
Bristol City CouncilKey Dates
Published
18 May 2026
Submission deadline
Not specified
Renewal expected70% confident
July 2029
Predicted using explicit duration found in the tender description (36 months from publication date + 60 days (estimated) → renewal expected by Jul 2029).
Notice type
award
Source
find a tender
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