Strategic File Management System - Common Data Environment (CDE)

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        "title": "Strategic File Management System - Common Data Environment (CDE)",
        "description": "The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create, maintain and operate its asset estate in the future. As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency's ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency's AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset's entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats. The business objectives of this procurement are as follows: * Implement a compliant, centralised file management system. * Create a single source of truth supporting the entire asset lifecycle. * Enable accurate, trusted Business Intelligence. * Achieve ISO19650 and ISO55000 compliance. * Improve file accessibility, storage, sharing, and user experience. * Enhanced data governance and risk mitigation (e.g., reduced security and legal risks). * Reduced inefficiencies, such as duplication and process waste. * Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information. * Support carbon reduction and improved sustainability through streamlined practices. * Provide the option for other Defra Group Bodies (https://www.gov.uk/government/organisations#department-for-environment-food-rural-affairs) and other UK \"Paying Agencies\" to utilise the contract. The purpose of this notice is for DEFRA (on behalf of the EA) to make known that a Further Competition is being conducted via a Competitive Flexible procedure for Procurement of Enterprise Asset Management Common Data Environment (CDE). Additional Information: The budget for the initial term (five (5) years) is at a total of PS3.7m (ex VAT) with the total contract value expected to be up to a total cost of PS6.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices. Suppliers can access this by visiting https://defra-family.force.com/s/Welcome - this will require signing up to the Atamis system and following the instructions within the Portal.",
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                "description": "Instructions informing suppliers to register on Atamis and create an active portal account to access the attached RFI documents omitted. An atamis registration link is present under the 'Contracting Authority' section of notice (website) but no explicit instructions requesting registration. Supplier thus reaching out to say they cannot see any documents to review."
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            {
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                "description": "Unfortunately, there is an ongoing technical error between the Contracting authority eSourcing system and the Find a Tender website in having the attached RFI documents visible for access. If you are interested in applying to this notice, we please request you reach out to taps.nyagumbo@defra.gov.uk who will provide you with the updated RFI documents, at request, for your review and subsequent responses. Considering time lost to this issue, the authority has also agreed to extend the engagement deadline to 4th August 2025. We apologise for any inconvenience this may have caused."
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            "features": "This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023. The Tender will be split into the following high-level stages: Stage One - Pre-Selection Stage. This will consist of the following sub-stages: * 1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP). * 1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers. Stage Two - Invitation to Submit Final Tender (ISFT) Stage. This will consist of the following sub-stages: * 2A: Demonstration * 2B: Proof-of-Concept (CoP) * 2C: Quality Envelope (including Social Value) & Price (Commercial Envelope) (OPTIONAL) Stage Three - Final Clarification and Negotiation Full details of the Procurement Process, Evaluation Methodology and Response Instructions for each stage will be detailed in the Bidder Pack Documents and Supporting Documentation. Please note: The Authority may update or amend this Tender Notice or the associated tender documents during the procurement. Any modifications will be made in accordance with Section 31 of the Procurement Act 2023, and all bidders will be notified at the same time Communication: The procurement documents are available for unrestricted and full direct access, free of charge, at https://defra-family.force.com/s/Welcome Additional information can be obtained from the above-mentioned address. Tenders or requests to participate must be submitted to the above-mentioned address Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at https://defra-family.force.com/s/Welcome."
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