Electronic Committee Management System for Caerphilly County Borough Council

Caerphilly County Borough Council is seeking a modern, secure, cloud-hosted Electronic Committee Management System (ECMS) to streamline democratic services and committee administration. The system must be fully bilingual (English and Welsh) and support the complete lifecycle of committee management, including agenda creation, report management, minutes production, decision tracking, and document archiving. Key requirements include: committee and meeting calendar management; workflow support for agenda, report and minutes; action and decision tracking; a public-facing committee information portal; secure multi-device access (desktop, tablet, mobile) for Members and officers; bilingual content management; electronic paper distribution; attendance and voting management; document storage and retrieval; integration with Microsoft 365 and Council systems; role-based access controls; and comprehensive audit and performance reporting. The system must comply with Welsh Language Standards, accessibility requirements (WCAG), data protection legislation, and recognised security standards. The successful supplier will provide solution provisioning, implementation, system configuration, data migration, user acceptance testing support, training for administrators and Members, and ongoing maintenance, upgrades and technical support.