Award

Provision of a Document Management Systems 2018-23

EFFICIENCY EAST MIDLANDS LIMITED

This public procurement record has 2 releases in its history.

Award

12 Apr 2018 at 07:16

Award Notice
Tender

30 Nov 2017 at 16:18

Tender Notice
Summary of the contracting process

The procurement process involves Newark and Sherwood Homes, a public limited company based in Newark, which is seeking to award a contract for the "Provision of a Document Management Systems 2018-23." This project falls under the services industry category and is currently in the Award stage. The tender was published on 30th November 2017, with the bid submission deadline having been set for 2nd January 2018. The contract, valued at £200,000, is expected to commence on 20th February 2018 and will run for five years, with the possibility of a two-year extension based on satisfactory performance. The procurement method used for this process is selective, specifically following a restricted procedure due to its value exceeding set thresholds.

This tender presents a significant opportunity for businesses that specialise in document management systems, particularly those capable of providing tailored solutions that meet stringent data protection and technical support requirements. Companies positioned to excel in this competition would ideally possess experience in delivering bespoke IT solutions, system integration, and consultancy services, especially those familiar with the Public Sector’s operational and compliance standards, including GDPR. The chosen supplier will be responsible for ongoing support which also creates avenues for continued collaboration and business growth in this sector.

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Notice Information

Notice Title

Provision of a Document Management Systems 2018-23

Notice Description

Newark and Sherwood Homes are seeking to procure a Document Management System to support business operations. It is envisaged that Newark and Sherwood Homes will award to a sole Contractor, responsible for the solution provision and ongoing technical support. The Contract is due to commence in February 2018 for a period of five years with an option to extend for a further period of two years, contract term subject to satisfactory performance and mutual agreement. The Company requires a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. The service requirements include providing ICT equipment, service and support for multiple sites and to our agile workforce, management of our servers and access to the internet via their firewall. We currently have approximately 140 users with 0.75TB of data. We are not intending to migrate all data to the new system, relevant current documents will be transferred in an appropriate manner. Our initial storage capacity usage is likely to be as low as 0.25TB and will expand as new data is created. We are looking for a solution that will provide a suitable document storage area that will support enhanced capabilities from the existing Windows Server interface. The Company will require assurance that the system can be tailored so it is bespoke to the Company's requirements and will ensure that all legal and Data protection requirements are fulfilled. Assurance will be required that the product will be supported for the duration of the contract with any software version upgrades to be included in the ITT pricing schedule. The chosen supplier will be expected to deliver consultancy and support on appropriate configuration, best practice for delivering project aims, training and ongoing support to the Company implementation team/system leads as well as training and ongoing support to NSDC for system implementation and upgrades. It is expected that the chosen supplier will have suitable proposed schedules for patch implementation and SLA's for technical support, supported by appropriate methods of logging issues such as email and telephone. Newark and Sherwood Homes is a public limited company and has high integrity and data protection/security requirements. A key part of this process will be to ensure relevant controls, security and ethical standards are achieved. Solutions should support DPA and new GDPR data holding requirements. The full technical specification requirements are detailed in the draft ITT documents.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/42fce446-d0eb-4eb6-ba8b-a0da8cc8ab69
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure (above threshold)
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48311100 - Document management system

Notice Value(s)

Tender Value
£200,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
12 Apr 20187 years ago
Submission Deadline
2 Jan 2018Expired
Future Notice Date
Not specified
Award Date
16 Feb 20188 years ago
Contract Period
27 Feb 2018 - 26 Feb 2023 Over 5 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
EFFICIENCY EAST MIDLANDS 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
NEWARK
Postcode
NG24 1BY
Post Town
Nottingham
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF15 North Nottinghamshire
Delivery Location
TLF East Midlands (England)
Local Authority
Newark and Sherwood
Electoral Ward
Castle
Westminster Constituency
Newark

Supplier Information

Number of Suppliers
1
Supplier Name

M-FILES

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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