Provision of Electronic Document and Records Management (EDRM) System

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    "id": "ocds-h6vhtk-02cde9-2021-12-02T16:25:04Z",
    "date": "2021-12-02T16:25:04Z",
    "ocid": "ocds-h6vhtk-02cde9",
    "description": "(WA Ref:116409)",
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            "id": "32014L0024",
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        "title": "Provision of Electronic Document and Records Management (EDRM) System",
        "status": "cancelled",
        "classification": {
            "scheme": "CPV",
            "id": "48311100",
            "description": "Document management system"
        },
        "mainProcurementCategory": "goods",
        "description": "As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location.",
        "lots": [
            {
                "id": "1",
                "description": "As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location. Scope Replacement of current EDRMS and migration of documents from the existing system to the new system. Cleansing of the data during the migration to ensure compliance with data retention rules (e.g. documents that should not be retained should be deleted). Importing of additional documents held electronically in other areas including on shared and personal network drives.",
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods."
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                            "name": "as per procurement docs",
                            "type": "quality",
                            "description": "100"
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                            "type": "price",
                            "description": "0"
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                        "id": "72512000",
                        "description": "Document management services"
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                    {
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                        "id": "79996100",
                        "description": "Records management"
                    },
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                "relatedLot": "1"
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        ],
        "submissionMethod": [
            "electronicSubmission"
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        "submissionMethodDetails": "http://www.sell2wales.gov.wales",
        "documents": [
            {
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                "documentType": "economicSelectionCriteria"
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        "otherRequirements": {
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        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
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        "tenderPeriod": {
            "endDate": "2021-09-28T12:00:00+01:00"
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        "submissionTerms": {
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            "bidValidityPeriod": {
                "durationInDays": 120
            }
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        "awardPeriod": {
            "startDate": "2021-09-28T13:00:00+01:00"
        },
        "bidOpening": {
            "date": "2021-09-28T13:00:00+01:00"
        },
        "hasRecurrence": false,
        "contractTerms": {
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
        },
        "amendments": [
            {
                "id": "1",
                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "date": "2021-09-28T12:00:00+01:00"
                        },
                        "newValue": {
                            "date": "2021-10-08T12:00:00+01:00"
                        },
                        "where": {
                            "section": "IV.2.2",
                            "label": "Time limit"
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                    },
                    {
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                            "label": "Conditions for opening of tenders"
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                ],
                "description": "Due to a review of transformation projects currently being carried out in Tai Tarian, we have decided to change the procurement timetable for this project. We have therefore extended the Return Date for tender submissions to Friday 8th October 2021, to allow interested bidders more time to submit their bids. An updated ITT will be published with a new Indicative Timetable shortly."
            }
        ]
    },
    "parties": [
        {
            "id": "GB-FTS-23962",
            "name": "Tai Tarian Ltd",
            "identifier": {
                "legalName": "Tai Tarian Ltd"
            },
            "address": {
                "streetAddress": "Ty Gwyn, Brunel Way, Baglan Energy Park",
                "locality": "Neath",
                "region": "UK",
                "postalCode": "SA11 2FP",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "telephone": "+44 1639505890",
                "email": "procurement@taitarian.co.uk",
                "url": "http://www.sell2wales.gov.wales"
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                        "description": "Housing and community amenities"
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                "streetAddress": "Royal Courts of Justice, The Strand",
                "locality": "London",
                "postalCode": "WC2A 2LL",
                "countryName": "United Kingdom"
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            "contactPoint": {
                "telephone": "+44 2079477501"
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            "roles": [
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    "buyer": {
        "id": "GB-FTS-23962",
        "name": "Tai Tarian Ltd"
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    "language": "en",
    "awards": [
        {
            "id": "029991-2021-927-1",
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            "status": "unsuccessful",
            "statusDetails": "discontinued"
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}