EMBRIDGE CONSULTING (UK) LIMITED

Proactis Sourcing

Proactis Sourcing is a workflow driven, agile and simple to use collaborative platform from which users are able to conduct all their electronic tendering and procurement activity including simple quotes, single stage and multi-stage projects, frameworks and Dynamic Purchasing Systems (DPS), as well as electronic auctions.

Features

• Intuitive, compliant online e-procurement software, online help facility.
• Online questionnaire functionality.
• e-Auction module, including transformational bidding and Managed Auctions.
• Quick Quote Facility.
• Collaboration portals between buyers and suppliers.
• Supplier response wizard facility to submit compliant responses.
• Buyer wizard facility to select pre-built procurement processes and workflows.
• Evaluation module with side-by-side scoring.
• Staged evaluation process with moderation and short-listing.
• Promote to contract register facility.

Benefits

• Improved buyer compliance across the organisation.
• Greater visibility and transparency of buyer/supplier activity.
• Provides all evidence to assist with queries and clarifications.
• Enables easier answering of FOI requests around Procurement activity.
• Save time with easy document uploading, downloading and management.
• Reduces rekeying through FTS forms and promoting contracts to register.
• Track project progress, identify late tasks and alert appropriate stakeholders.
• Ongoing updates in line with procurement legislation changes.
• UK operated helpdesk with telephone and email support.
• Supplier helpdesk facility removes the need for in-house supplier support.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at enquiries@embridgeconsulting.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

338576678570319

Contact

Emma O'Brien
01474555505
enquiries@embridgeconsulting.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Procurement
• Multi cloud support: Yes

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: The service connects to other modules in an end-to-end Source-to-Pay suite.
• Cloud deployment model: Private cloud
• Service constraints: None. Maintenance is conducted outside of generally accepted working hours.
• System requirements: An approved up-to-date browser.

User support

• Email or online ticketing support: Yes
• Support response times: For system related incident reporting/resolution, users raise a technical support ticket via our Helpdesk. The Support System is available 24/7/365, though tickets are only actioned during Helpdesk support hours (08:00hrs-18:00hrs Monday to Friday (EU/UK/EST time) excluding Bank Holidays).; ; Tickets raised are managed in accordance with ticket priority levels/severity, linked to SLAs for response and resolution times as contained within the standard contract. The system is automatically monitored around the clock and issues escalated to relevant teams/individuals for investigation and remediation. Please see Terms attached for more information.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: No
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Access to support and maintenance services is provided as part of the annual subscription fees.; ; For all system related incident reporting and resolution, using secure, unique login details, users simply need to raise a technical support ticket in the first instance using the online Embridge ticketing portal.; ; An Issue Resolution process with associated SLAs would then be followed. All service desk personnel are technical engineers equipped to deal with technical issues.; ; The Customer Support Helpdesk is available to provide support on system issues, i.e., errors seen in the system and/or if core functionality is not working as intended. They will also be the first point of contact if you wish to raise a change/enhancement to the solution.; ; The Helpdesk operates from 08:00hrs - 18:00hrs Monday to Friday (EU/UK/EST time) excluding Bank Holidays.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: We provide customised training programmes for each customer using a combination of capabilities. The use of our online Training Academy is widely used by customers and is our preference for both new and existing clients.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: We extract all customer data and transfer it to the customer in a mutually agreed format by a mutually agreed method. Customer data is removed from our systems according to the timescale and triggers we have agreed with the customer.
• End-of-contract process: There is a defined Exit Plan which describes the scope of the services provided as part of exit. This explicitly includes data transfer and removal. Continued use of the service, in a reduced way, is possible but is subject to costs. These costs are prepared according to a specific customer's requirements.
• Documentation accessibility standard: WCAG 2.2 A

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.2 A
• Description of service interface: The customer administrator(s) have access to an administrators desktop. This is available according to the roles and permissions model.
• Accessibility standards: WCAG 2.2 A
• Accessibility testing: This has been tested both internally and across Proactis customers.
• API: Yes
• What users can and can't do using the API: We provide comprehensive online documentation regarding the API definitions and their use. This can be accessed using a username and password.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: No

Scaling

• Independence of resources: Proactis uses virtualisation and storage area network (SAN) technologies to deliver these solutions. The environment is constantly monitored to ensure that there are no capacity issues. This includes monitoring of both the physical host and virtual machines to ensure CPU, network, memory and disk utilisation are not exceeding usage thresholds. The infrastructure design allows us to add more capacity quickly and easily when required, with little or no impact on service availability. This may be via adding more CPU/Memory resource from the existing physical infrastructure or adding additional physical resources to the environment.

Analytics

• Service usage metrics: Yes
• Metrics types: Principally around availability and utilisation.
• Reporting types: Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: No

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: Proactis

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Security Clearance (SC)

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: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CHECK service provider
• Protecting data at rest:
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Data can be exported in standard formats including (.csv) (.xls) and others. During the life of the contract, data is generally only exported when requested for reporting services.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats: XLS
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats: XLS

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: The standard global Service Level Agreement provides a minimum acceptable service availability of 95%.
• Approach to resilience: The service is provided from dual UK data centres. A high level service design document (Proactis UK Hosted Services High Level Design) is available upon request and has been specifically created for customer review.
• Outage reporting: Email alerts and public dashboard.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: All user access/authentication is restricted to encrypted HTTPS connections.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password

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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CSM version 4.0
  • ISO/IEC 27001
• Information security policies and processes: Both Proactis (software author) and Embridge Consulting (reseller) have fully documented Information Security policies. These are updated annually and are an essential part of our accreditations.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Proactis has robust, comprehensive policies in place that address the management of change and the continued development of its solutions. These include: Change Management Procedure - Asset Management Policy - Secure Software Development Policy - Secure Coding Policy.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Proactis has a documented Technical Vulnerability and Patch Management Policy, which is available upon request.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Proactis operates a full 24/7/365 security service within our environments which includes Managed Detection and Response (MDR/XDR/EDR) and User Behaviour Analytics (UBA). All logs are transferred to a secure offsite vault which cannot be tampered with. Security events generated from these logs or endpoint detections are recorded in a central portal where the event is tracked through to remediation.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Proactis has a comprehensive Incident Management procedure, which is updated annually. Proactis internal and customer facing versions are available upon request.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Thursday 16 October 2025
• What the ISO/IEC 27001 doesn’t cover: N/A - all our business services are covered by our ISO certification. ; ; As part of our services, we resell and implement partner technology software; for completeness and assurance of processes, all our partners who are vendors of the software being sold also hold ISO/IEC 27001 certification.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: British Assessment Bureau
• ISO 9001 accreditation date: Thursday 16 October 2025
• What the ISO 9001 doesn’t cover: N/A - all our business services are covered by our ISO certification
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 8752ae8d-ed5b-48f4-9a1f-dac7441f9dab
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Volunteering opportunities for staff
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at enquiries@embridgeconsulting.com. Tell them what format you need. It will help if you say what assistive technology you use.