Award

Document Management Solution

WATER SERVICES REGULATION AUTHORITY (OFWAT)

This public procurement record has 1 release in its history.

Award

05 Mar 2020 at 16:15

Award Notice
Summary of the contracting process

The procurement process involves the Water Services Regulation Authority (Ofwat) seeking a supplier for a Document Management Solution. Located in the West Midlands and London, this tender is currently in the Award stage and was completed on 8th May 2019. The contract period spans from 16th May 2019 to 7th May 2021, with a total contract value of £65,989. The procurement method utilised is selective, specifically a call-off from an existing framework agreement, with the tender period having ended on 19th April 2019.

This tender presents significant opportunities for businesses specialising in document management and digital data storage solutions. Companies capable of managing the secure transfer and storage of data, particularly those familiar with GDPR requirements and the nuances of cataloguing in both English and Welsh, would be well-suited to compete. Additionally, expertise in ensuring compliance with standards such as BS 10008:2014 for scanning processes will be critical for potential bidders looking to engage with Ofwat on this contract.

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Notice Information

Notice Title

Document Management Solution

Notice Description

Ofwat requires the successful Supplier to remove Ofwat's boxes, maps, files, catalogue data and metadata ('Material') from the current contractor's storage within 2 weeks of the contract being signed e.g. signed on 8th May and Material transferred by 22nd May 2019 unless both parties agree otherwise. OFWAT will agree to an extension where the current supplier (Storetec) cannot operate within this timescale. The successful Supplier must organise their workload to ensure the Material is collected by this date. The Material must be processed by the successful Supplier and accepted into suitable storage facilities that have been identified, visited and agreed with Ofwat. The Supplier has stated that storage will be in Coventry. The Supplier must take their location into account when advising on the service level that they can provide e.g. delivery times to Birmingham and London for both physical and digital data. Please also note that major roadworks are ongoing around both locations. There is no parking available at either the London or Birmingham office. There is on street parking but the successful Supplier will need to make their own arrangements. The successful Supplier must provide details of how catalogue data will be exported along with all existing metadata to the new system. The process must include what checks will be made to ensure no data is lost and that there is a retrieval system for corrupted files. It is essential that the successful Supplier can accept and use the existing bar codes and maintain the link to the relevant catalogue data currently held by the incumbent Supplier or suggest a suitable no or low cost alternative. Catalogue systems must accept and retrieve Welsh language entries. Digital data must be stored and made available securely in line with GDPR requirements and industry best practice. The successful Supplier needs to have suitable systems in place to store digital data securely. It is desirable that the successful Supplier can provide regular checks to ensure no data is lost, that software formats are still accessible. The successful Supplier must have the capacity to scan documents in accordance with relevant standards and manage increasing levels of digital data, as required. A service level agreement will be required providing the terms and costs for the retrieval and storage of digital data as well as physical records. The successful Supplier must demonstrate that the scanning process from receipt of documents to destruction creates digital records that are BS 10008:2014 compliant. The successful Supplier must expect regular audits of this by the Customer. All scanning must be done by the successful Supplier and must not be sub-contracted to a third party supplier without Ofwat's permission.The potential for scanning may include anything up to and including A0 maps in bound books. Additional information: For Further Information;please contact procurement@ofwat.gov.uk

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-2d039d8c-87a5-41ec-8aa2-12f2a0e0d657
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/3cff9b14-144c-43a8-8d4d-419f1d6c979c
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79411000 - General management consultancy services

Notice Value(s)

Tender Value
£65,989 Under £100K
Lots Value
Not specified
Awards Value
£65,989 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
5 Mar 20205 years ago
Submission Deadline
19 Apr 2019Expired
Future Notice Date
Not specified
Award Date
7 May 20196 years ago
Contract Period
15 May 2019 - 7 May 2021 1-2 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WATER SERVICES REGULATION AUTHORITY (OFWAT)
Contact Name
Not specified
Contact Email
mailbox@ofwat.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
BIRMINGHAM
Postcode
B5 4UA
Post Town
Birmingham
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG31 Birmingham
Delivery Location
TLG West Midlands (England), TLI London
Local Authority
Birmingham
Electoral Ward
Ladywood
Westminster Constituency
Birmingham Ladywood

Supplier Information

Number of Suppliers
1
Supplier Name

RESTORE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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