Tender

Electronic Document Management System 2023

COTTSWAY HOUSING ASSOCIATION LIMITED

This public procurement record has 1 release in its history.

Tender

07 Jun 2023 at 13:00

Tender Notice
Summary of the contracting process

The Cottsway Housing Association Limited is currently seeking proposals for an Electronic Document Management System 2023. The procurement process, in the first stage, requires suppliers to confirm essential requirements, estimated costs, and implementation times. The tender deadline for submissions is on July 3, 2023. The contract period is set to start on September 1, 2023, and end on August 31, 2026. The procurement method is an open procedure under the category of IT services.

This tender presents an opportunity for businesses specializing in IT services, consulting, software development, and support. Small and medium-sized enterprises (SMEs) are particularly encouraged to participate. Suppliers who can offer a fit-for-purpose EDMS solution with value for money and longevity are well-suited for this opportunity. The project aims to address document management challenges faced by Cottsway Housing and provide a sustainable solution for future needs, offering growth potential for selected vendors.

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Notice Information

Notice Title

Electronic Document Management System 2023

Notice Description

Currently, Cottsway is utilising MRI's Documotive EDRM system as a document storage solution across various business areas such as Housing, Property Management, Finance, and HR. However, this system has not been updated for several years, leading to difficulties in effectively managing and maintaining documents in a centralised manner. Additionally, Cottsway has recently implemented Microsoft Office 365, which has resulted in a shift towards storing and collaborating on documents in SharePoint. Therefore, there has been a fragmentation in the storage of key documents, dispersed across different platforms. This existing approach is no longer sustainable in meeting the present and future document management requirements of Cottsway. Cottsway Housing is aiming to achieve the following from this tender exercise: 1. A fit-for-purpose EDMS solution that delivers all essential requirements and as many desirable requirements as possible. 2. To provide a solution that delivers the requirements whilst proving value for money, within a reasonable timeframe. 3. Longevity of the chosen solution, including any future upgrades/updates, and ongoing support. Additional information: First stage For your initial response to the ITT we simply require you to confirm that you can deliver all the essential requirements, confirm the estimated costs and implementation times required to do, and confirm ongoing costs. Furthermore, where desirable requirements can be delivered, please list which of these requirements you are able to deliver as well as the additional costs and timescales to do so. Second stage If we invite you to the second stage your response must be presented in the specified format and include all the information requested. Failure to provide all the requested information and / or failure to comply with formatting requirements may subject your offer to disqualification and elimination from consideration for award. Details will be confirmed in the second stage invitation. Additional information requests If you have queries or require further information to enable you to complete your proposal, please use the In-Tend platform to send Cottsway a message. This tender is being managed by Rupert Welply, Programme Delivery Manager. If you have any issues using the In-Tend platform, please email rupert.welply@cottsway.co.uk Is a Recurrent Procurement Type? : No

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/0ab665e3-05a9-4ec5-9e2e-a7e78ec71381
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (below threshold)
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
7 Jun 20232 years ago
Submission Deadline
3 Jul 2023Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Sep 2023 - 31 Aug 2026 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
COTTSWAY HOUSING ASSOCIATION LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
OXFORDSHIRE
Postcode
OX28 4YG
Post Town
Oxford
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ14 Oxfordshire CC
Delivery Location
Not specified
Local Authority
West Oxfordshire
Electoral Ward
Witney South
Westminster Constituency
Witney

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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