Planning

Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System

ISLE OF WIGHT COUNCIL

This public procurement record has 1 release in its history.

Planning

07 Nov 2024 at 09:20

Market Engagement Notice
Summary of the contracting process

The Isle of Wight Council has initiated a pre-procurement market engagement process for a Document Management and Workflow System tailored to its Revenues and Benefits services. This involves completing a Market Engagement Questionnaire due by 5 December 2024. The process, currently in the planning stage, seeks industry insights to better understand market challenges and inform procurement strategy. This opportunity is set in the South East of the United Kingdom and primarily engages the software package and information systems industry, with a focus on consulting, software development, and support services. The Council is keen to gather feedback to tailor future contracts effectively and ensure the new system integrates seamlessly with existing databases and provides comprehensive user documentation and training guides.

This pre-procurement phase offers significant growth opportunities for small and medium enterprises (SMEs) within the IT services and software development sector. It is especially suitable for businesses capable of delivering robust, user-friendly document management and workflow solutions that cater to public sector requirements. Participating in this market engagement allows suppliers to influence the Authority's procurement strategy, potentially shaping future tenders to better fit their offerings. Businesses that can innovate and provide efficient workflow systems with strong maintenance and integration capabilities will find this a compelling opportunity to establish or expand their footprint in the public sector.

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Notice Information

Notice Title

Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System

Notice Description

The Authority is reviewing options for the Revenues and Benefits Document Management and Workflow System. We are keen to understand the market and options for these areas. The purpose of the questionnaire is in part, to seek a better understanding of the challenges within your market and to enable us to tailor new contract/s to meet our objectives and create a more efficient provision. It is imperative that the Authority's Document Management and Workflow System provides a simple and effective provision for its users, it must be easy to follow and presented in a logical procedural order so users are guided through the system in a series of steps. The user documentation should also include a training guide with examples of completed input screens and subsequent output reports. Where appropriate the user documentation should be divided into specific application modules. The Authority is engaging with potential Suppliers to seek views and feedback to the information provided and questionnaire. This is intended to be used to assist the Authority on deciding the next steps for the procurement of a document management and workflow system for Revenues and Benefits services which integrates with the current database, as well as support and maintenance. The current document management system provides the ability for internal business users to index documents, create and work through processes including creation of documents, and manage workflow. See "Additional Text" boxes below. It is important to note that this is not an invitation to tender, it is strictly a pre-procurement Market Engagement Questionnaire, intended to capture market information via a Prior Information Notice (PIN). The Authority is unclear at present on its preferred route to market or the procurement process that may be utilised. The purpose of this Market Engagement Questionnaire is to: * Help inform and determine our procurement strategy and approach * Assist in the scoping of the requirement * Identify any innovative ideas * Identify options available * Identify likely financial commitment of a solution There are a number of questions within the Market Engagement Questionnaire for you to answer but it is not compulsory to answer all of them. We are happy to receive any feedback you wish to offer. Responses to the Market Engagement Questionnaire imply no commitment on Suppliers to engage in any subsequent procurement process, nor do they confer any advantaged status or guarantee of inclusion in any subsequent procurement process for Suppliers who do respond. The Authority reserves the right to withdraw this Market Engagement Questionnaire at any time and is not liable for any costs incurred as a result of Suppliers engaging with this process. Additional information: When implemented, the Revenues and Benefits System will need to deliver multiple benefits. Please refer to the related documents within Pro Contract for full details. Potential Suppliers are asked to answer the questions set out in the questionnaire (pp8-9 of "Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System"). This can be found on the Council's eTendering Portal Pro Contact. The link to the eTendering portal is https://procontract.due-north.com/ and the reference number is DN750922. Please log in (or register if you do not have a log in) and the questionnaire will be available to download. Please upload your completed questionnaire to the portal by 05 December 2024, 14.00Hrs. Please leave sufficient time to do this, as uploading times can vary depending on the file size. Documents must be uploaded in an Open Document format, and all attachments will ideally be Zipped in to one file. (Tip: Use PDF documents where possible to reduce file sizes). Please note: Organisations can upload / amend their response via the ProContract eTendering Portal at any time prior to the submission deadline. The response is secure and only visible to the organisation up until the closing deadline date / time at which point the system is locked to the organisation and contents become visible to the Council. PLEASE REMEMBER: This is not an Invitation to Tender (ITT) exercise. The Authority is intending to initiate a procurement process for the provision of document management and workflow system contract in Revenues and Benefits services to include the support and maintenance for the system as well as annual licenses, as well as integration with the existing Revenues and Benefits database in the future, but this pre-procurement Market Engagement Questionnaire is a call for information only. The Authority will consider the responses received and then consider its options. Please note that the estimated date of publication of contract notice (31 March 2025) is not certain and could be changed. Please note that the 'Type of Contract' could be any combination/hybrid of goods/systems and/or services.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/80d6fdb3-9280-4eba-b2eb-73ee11dc8898
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Market Engagement Notice
Procurement Type
Standard
Procurement Category
Not specified
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

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 Nov 20241 years ago
Submission Deadline
Not specified
Future Notice Date
5 Dec 2024Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
ISLE OF WIGHT COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
NEWPORT
Postcode
PO30 1UD
Post Town
Portsmouth
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ34 Isle of Wight
Delivery Location
TLJ South East (England)
Local Authority
Isle of Wight
Electoral Ward
Newport Central
Westminster Constituency
Isle of Wight West

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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