Proactis (Millstream Associates Limited)

Multi-Buyer Public Sector Procurement Portal

Fully supported procurement portal providing notice publication services to the OJEU and Contracts Finder through supplier and buyer interfaces. Functionality includes Requests For Quotations, notice e-mail alerts, Contracts Register and Management, eTendering, ESPD service and Management Information Reporting.


  • public sector procurement notice publication to Contracts Finder and OJEU
  • Sharing procurement documents
  • Supplier communication
  • secure esubmission postbox
  • Request for quotation facility
  • e-mail alert service for suppliers
  • Management information reporting
  • Supplier sourcing directory
  • Contracts Register
  • Contract Management tools


  • Publish all procurement notices in one place
  • Communicate with all interested suppliers in one place
  • Securely receive supplier tender submissions
  • Audit the procurement process
  • Report on procurement statistics and trends
  • Meet obligation for submission to OJEU and Contracts Finder


£105600 per unit per year

Service documents

G-Cloud 9


Proactis (Millstream Associates Limited)

Gemma Waring

01224 650772

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private cloud
Service constraints No
System requirements Any standard web browser

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Within 1 business day of receipt.
Core hours: Mon-Fri, 8.30am to 5.30pm.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support No
Support levels Full time Account Manager is provided for the client.
Customer Support Desk (4 members of staff) provided for system users.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Onsite training, online training and technical user guides are provided as required.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction If the service is being continued by a new provider we will work with the new provider to transfer data via their chosen secure method.
End-of-contract process Project planning and conducting of the data transfer are priced on the basis of the method chosen by the buyer.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10+
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices No
Accessibility standards WCAG 2.0 AA or EN 301 549
Accessibility testing Annual WCAG 2.0 AA Accessibility testing conducted by third party
Customisation available Yes
Description of customisation Website design and content are customised with client branding.
Certain functions can be switched on and off by configuration.
Multi language versions of the system can be provided.
The client can request customisation of the design through their account manager which is conducted by the design and development team.


Independence of resources All servers used are fully clustered, or replicated, and load balanced, allowing individual servers to go off-line, in either planned or unplanned fashion, without impacting system availability.
All servers are also replicated in real time to a second, geographically separated data centre, which can be brought online should the primary site fail for any reason.


Service usage metrics Yes
Metrics types Google Analytics are provided for website traffic and user journeys.

Reporting on website content (type of users registered, type of notices published, number of submissions made, suppliers awarded contracts) are provided by a real time reporter tool and on a monthly basis by the Account Manager.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Managed by a third party
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach Data can be exported in Excel or CSV.
Data export formats CSV
Data import formats
  • CSV
  • Other
Other data import formats XML

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Legacy SSL and TLS (under version 1.2)
Data protection within supplier network Other
Other protection within supplier network SHA-256 based, 2048-bit SSL certificate

Availability and resilience

Availability and resilience
Guaranteed availability Core hours are Monday to Friday 8.30am to 5.30pm.

During core hours the website availability guarantee is 99.5%.
Outwith core hours the website availability guarantee is 99%
Approach to resilience Available on request
Outage reporting Outages are reported through the PRTG Monitor which shows the status of each server and site. PRTG Monitor is an internal monitoring system which sends out email alerts if any if the server/sites goes down or has an alarm.

Outages are reported through an internal WebsitesUpTime monitor within sharepoint and we also receive daily reports from StatusCake, our external monitoring partner, who also perform virus checking when connecting to the web site for monitoring purposes, and would alert us should the site/s contain any malicious content or outages.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels All management interfaces sit behind a firewall and can only be accessed on the company network. User name and password is required for access.
Access restriction testing frequency At least once a year
Management access authentication
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 Alcumus ISOQAR
ISO/IEC 27001 accreditation date 17/2/15
What the ISO/IEC 27001 doesn’t cover N/a
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security accreditations No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance accreditation Yes
Security governance standards ISO/IEC 27001
Information security policies and processes Accredited to ISO27001

Information security breaches are reported to the Information Security Response team, recorded and managed through the incident log.

All staff are trained regularly on the ISMS policies and any breaches are reported to all staff members.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Any change to the configuration of the service are assessed for security impact before any action is taken. All changes are thoroughly tested internally and by User Acceptance Testing.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Regular audits and annual penetration testing are carried out.

Patching for all server and network hardware and operating systems follows a carefully considered process. We are notified when patches become available by our infrastructure management partners. Each patch is considered in isolation, balancing its urgency and benefits with its potential impact and readiness. If an urgent patch is necessary after review a lead time of <24 hours is applied.

StatusCake, our external monitoring partner, who also perform virus checking when connecting to the web site for monitoring purposes, and would alert us should the site/s contatin any malicious content.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Regular audits, penetration testing. All end points in network are protected by Sophos Endpoint.

Potential compromises are alerted to the Incident Response Team who analyse for severity and decide which recovery actions to invoke.

Response life-cycle :

Incident response to assess level of damage, decide whether to invoke the plan and at what level, to be completed within two business hours of the incident

Provision of an emergency level of service; within six business hours of the incident

Restoration of key services; within two days of the incident

Recovery to business as normal. within five days of the incident
Incident management type Supplier-defined controls
Incident management approach Pre-defined processes exist for all incident types. Incidents are reported to members of staff. Incident reports are provided. Further information available on request.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No


Price £105600 per unit per year
Discount for educational organisations No
Free trial available No


Pricing document View uploaded document
Skills Framework for the Information Age rate card View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
Return to top ↑