--- title: "Electronic Document Management System 2023" ocid: "ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523.json" source: "Contracts Finder" current_stage: "Tender" buyer: "COTTSWAY HOUSING ASSOCIATION LIMITED" published: "2023-06-07" --- # Electronic Document Management System 2023 Buyer: COTTSWAY HOUSING ASSOCIATION LIMITED Current stage: Tender OCID: ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523.json) ## Summary The Cottsway Housing Association Limited is currently seeking proposals for an Electronic Document Management System 2023. The procurement process, in the first stage, requires suppliers to confirm essential requirements, estimated costs, and implementation times. The tender deadline for submissions is on July 3, 2023. The contract period is set to start on September 1, 2023, and end on August 31, 2026. The procurement method is an open procedure under the category of IT services. This tender presents an opportunity for businesses specializing in IT services, consulting, software development, and support. Small and medium-sized enterprises (SMEs) are particularly encouraged to participate. Suppliers who can offer a fit-for-purpose EDMS solution with value for money and longevity are well-suited for this opportunity. The project aims to address document management challenges faced by Cottsway Housing and provide a sustainable solution for future needs, offering growth potential for selected vendors. ## Notice Currently, Cottsway is utilising MRI's Documotive EDRM system as a document storage solution across various business areas such as Housing, Property Management, Finance, and HR. However, this system has not been updated for several years, leading to difficulties in effectively managing and maintaining documents in a centralised manner. Additionally, Cottsway has recently implemented Microsoft Office 365, which has resulted in a shift towards storing and collaborating on documents in SharePoint. Therefore, there has been a fragmentation in the storage of key documents, dispersed across different platforms. This existing approach is no longer sustainable in meeting the present and future document management requirements of Cottsway. Cottsway Housing is aiming to achieve the following from this tender exercise: 1. A fit-for-purpose EDMS solution that delivers all essential requirements and as many desirable requirements as possible. 2. To provide a solution that delivers the requirements whilst proving value for money, within a reasonable timeframe. 3. Longevity of the chosen solution, including any future upgrades/updates, and ongoing support. Additional information: First stage For your initial response to the ITT we simply require you to confirm that you can deliver all the essential requirements, confirm the estimated costs and implementation times required to do, and confirm ongoing costs. Furthermore, where desirable requirements can be delivered, please list which of these requirements you are able to deliver as well as the additional costs and timescales to do so. Second stage If we invite you to the second stage your response must be presented in the specified format and include all the information requested. Failure to provide all the requested information and / or failure to comply with formatting requirements may subject your offer to disqualification and elimination from consideration for award. Details will be confirmed in the second stage invitation. Additional information requests If you have queries or require further information to enable you to complete your proposal, please use the In-Tend platform to send Cottsway a message. This tender is being managed by Rupert Welply, Programme Delivery Manager. If you have any issues using the In-Tend platform, please email rupert.welply@cottsway.co.uk Is a Recurrent Procurement Type? : No ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/0ab665e3-05a9-4ec5-9e2e-a7e78ec71381 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure (below threshold) | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 7 Jun 2023 | | Submission deadline | 3 Jul 2023 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 1 Sep 2023 - 31 Aug 2026 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | COTTSWAY HOUSING ASSOCIATION LIMITED | | Locality | OXFORDSHIRE | | Post town | Oxford | | Postcode | OX28 4YG | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ1 Berkshire, Buckinghamshire and Oxfordshire | | ITL 3 | TLJ14 Oxfordshire CC | | Local authority | West Oxfordshire | | Electoral ward | Witney South | | Westminster constituency | Witney | | Delivery location | Not specified | ## CPV Codes ### Divisions - 72 - IT services: consulting, software development, Internet and support ### Codes - 72000000 - IT services: consulting, software development, Internet and support ## Release History - 7 Jun 2023 at 13:00 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/0ab665e3-05a9-4ec5-9e2e-a7e78ec71381 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/0ab665e3-05a9-4ec5-9e2e-a7e78ec71381 7th June 2023 - Opportunity notice on Contracts Finder - https://in-tendhost.co.uk/cottsway/aspx/ Additional information on how to apply for this contract ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-3c7a1ff6-fc64-4467-b2df-00aa3a403523.json.