Provision of Electronic Document and Records Management (EDRM) System

{
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    "id": "ocds-h6vhtk-034e7a-2022-07-05T15:48:42+01:00",
    "date": "2022-07-05T15:48:42+01:00",
    "ocid": "ocds-h6vhtk-034e7a",
    "description": "NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=122819. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: Tai Tarian is committed to contributing to the social, economic and environmental well-being of the wider community. Consequently Community Benefits clauses will be a mandatory contract clause. Therefore, as a minimum requirement, Tenderers will have to agree that community benefits will become part of the contract, if a Tenderer does not agree to this, then the Tenderer will be rejected. This means, as part of their tender response, Tenderers are asked to set out how they will deliver 'community benefits' through the contract by completing the 'Menu of Options' which will form their Community Benefits Plan, attached as Appendix 3. Tai Tarian will be adopting the \"core approach\" as part of this procurement process. This means the Community Benefits Plan will be evaluated and scored as part of the tender process. However, contractual clauses will set out the specific targets for delivery, to be agreed within 60 days of commencement of the contract. (WA Ref:122819) The buyer considers that this contract is suitable for consortia.",
    "initiationType": "tender",
    "tender": {
        "id": "942",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
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        "title": "Provision of Electronic Document and Records Management (EDRM) System",
        "status": "active",
        "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, comprehensive and native to Microsoft Office 365 Electronic Document and Records Management (EDRM) System to include (but not be limited to): - Change Management support to ready our business for the change and embed the solution to become business as usual. - Implementation (where appropriate) of the new system into our business. - A training package for all Tai Tarian staff. - Migration and cleansing of documents from our file shares and existing system.",
        "lots": [
            {
                "id": "1",
                "description": "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. 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. The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods. The system will be expected to support approximately 550 users. Further information is included in the Invitation to Tender.",
                "contractPeriod": {
                    "durationInDays": 1800
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                "renewal": {
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                        "id": "72512000",
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                        "id": "79996100",
                        "description": "Records management"
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                        "description": "Document management software package"
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                        "region": "UKL17"
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        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
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        "procurementMethodDetails": "Open procedure",
        "coveredBy": [
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        "tenderPeriod": {
            "endDate": "2022-09-23T12:00:00+01:00"
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        "submissionTerms": {
            "languages": [
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            "bidValidityPeriod": {
                "durationInDays": 120
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        "awardPeriod": {
            "startDate": "2022-09-26T10:00:00+01:00"
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        "bidOpening": {
            "date": "2022-09-26T10:00:00+01:00"
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        "hasRecurrence": false,
        "contractTerms": {
            "hasElectronicOrdering": true,
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    "parties": [
        {
            "id": "GB-FTS-23962",
            "name": "Tai Tarian Ltd",
            "identifier": {
                "legalName": "Tai Tarian Ltd"
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            "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": "https://www.sell2wales.gov.wales/"
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            "id": "GB-FTS-111",
            "name": "High Court",
            "identifier": {
                "legalName": "High Court"
            },
            "address": {
                "streetAddress": "Royal Courts of Justice, The Strand",
                "locality": "London",
                "postalCode": "WC2A 2LL",
                "countryName": "United Kingdom"
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