Award

Document Management System for H&SC

ROYAL BOROUGH OF GREENWICH

This public procurement record has 1 release in its history.

Award

31 Mar 2025 at 14:16

UK5 - Transparency Notice
Summary of the contracting process

The Royal Borough of Greenwich is procuring a new document management system for the Housing and Safer Communities (H&SC) department. This procurement, titled "Document Management System for H&SC," falls within the information technology services industry category and is located in London, UK. The procurement process reached the award stage on 31st March 2025 with the contract set to commence on 1st April 2025, running until 31st March 2028 with a possible extension until 2030. The contract was awarded to NEC Software Solutions UK Limited through a direct award method, as a replacement for the outdated TRIM system provided by Hewlett Packard, which is no longer supported and poses compliance risks.

This tender offers significant opportunities for businesses in the IT services sector, especially those specialising in document management solutions. Companies providing innovative document storage and retrieval systems are well-suited to compete in future similar tenders. Suppliers experienced in managing large data volumes and ensuring compliance with security standards can leverage their expertise to establish long-term partnerships with public authorities, leading to potential business growth and stability.

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Notice Information

Notice Title

Document Management System for H&SC

Notice Description

Provision of a document management system (NEC Documents) for H&SC, replacing the incumbent solution

Procurement Information

The directorate of Housing and Safer Communities has a long-established need for a dedicated document management solution. This is especially relevant to services that make use of business systems, such as NEC Housing, that do not provide built-in document storage capabilities of their own. The incumbent system, TRIM (provided by Hewlett Packard), has been in operation since 2007. The system has more than 500 users and now contains ~3.6 million documents, amounting to ~3.5 TB of data. The ability to store and access these documents is critical to service delivery. The Council's version of TRIM is outdated and all vendor support has been withdrawn. The Council does not have an active contract with the supplier, Hewlett Packard, or means of seeking renewal of any support agreements given the age of the system. The system is no longer commercially available for purchase. TRIM is not compliant. The system is dependent upon legacy infrastructure, namely 2003 and 2008 servers, which no longer receive security patches or support. As a result, TRIM and the hosting infrastructure present a major risk to the Council's PSN compliance. Though Digital has taken steps to secure TRIM, these are interim measures only and do not satisfy PSN requirements. Working in collaboration, Digital and H&SC started a technology options appraisal in December 2022. The appraisal aimed to determine the best document management solution available to replace TRIM and meet the Council's requirements. When the appraisal was concluded, the team presented a recommendation to procure and implement NEC Documents. The recommendation was approved by H&SC Digital Board in March 2023. The proposed contract with NEC Software Solutions UK Ltd will secure provision of the preferred document management system, NEC Documents. The documents retained in the incumbent system are critical to service delivery. If we do not proceed with the award of a contract and subsequently implement a new document management system, the Council faces significant risk of reputational, legal and financial damage resulting from potential data loss and system failure. Without a replacement system, it will not be possible to decommission TRIM and the Council's PSN compliance will also be at serious risk.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04fac1
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/012047-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK5 - Transparency Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Direct award
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

72222300 - Information technology services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£700,000 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
31 Mar 202510 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
31 Mar 202510 months ago
Contract Period
31 Mar 2025 - 31 Mar 2028 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
ROYAL BOROUGH OF GREENWICH
Contact Name
Not specified
Contact Email
procurement@royalgreenwich.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
LONDON
Postcode
SE18 6HQ
Post Town
South East London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI5 Outer London - East and North East
Small Region (ITL 3)
TLI51 Bexley and Greenwich
Delivery Location
Not specified
Local Authority
Greenwich
Electoral Ward
Woolwich Arsenal
Westminster Constituency
Greenwich and Woolwich

Supplier Information

Number of Suppliers
1
Supplier Name

NEC SOFTWARE SOLUTIONS

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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