--- title: "Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System" ocid: "ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c.json" source: "Contracts Finder" current_stage: "Planning" buyer: "ISLE OF WIGHT COUNCIL" published: "2024-11-07" --- # Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System Buyer: ISLE OF WIGHT COUNCIL Current stage: Planning OCID: ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c.json) ## Summary The Isle of Wight Council has initiated a pre-procurement market engagement process for a Document Management and Workflow System tailored to its Revenues and Benefits services. This involves completing a Market Engagement Questionnaire due by 5 December 2024. The process, currently in the planning stage, seeks industry insights to better understand market challenges and inform procurement strategy. This opportunity is set in the South East of the United Kingdom and primarily engages the software package and information systems industry, with a focus on consulting, software development, and support services. The Council is keen to gather feedback to tailor future contracts effectively and ensure the new system integrates seamlessly with existing databases and provides comprehensive user documentation and training guides. This pre-procurement phase offers significant growth opportunities for small and medium enterprises (SMEs) within the IT services and software development sector. It is especially suitable for businesses capable of delivering robust, user-friendly document management and workflow solutions that cater to public sector requirements. Participating in this market engagement allows suppliers to influence the Authority's procurement strategy, potentially shaping future tenders to better fit their offerings. Businesses that can innovate and provide efficient workflow systems with strong maintenance and integration capabilities will find this a compelling opportunity to establish or expand their footprint in the public sector. ## Notice The Authority is reviewing options for the Revenues and Benefits Document Management and Workflow System. We are keen to understand the market and options for these areas. The purpose of the questionnaire is in part, to seek a better understanding of the challenges within your market and to enable us to tailor new contract/s to meet our objectives and create a more efficient provision. It is imperative that the Authority's Document Management and Workflow System provides a simple and effective provision for its users, it must be easy to follow and presented in a logical procedural order so users are guided through the system in a series of steps. The user documentation should also include a training guide with examples of completed input screens and subsequent output reports. Where appropriate the user documentation should be divided into specific application modules. The Authority is engaging with potential Suppliers to seek views and feedback to the information provided and questionnaire. This is intended to be used to assist the Authority on deciding the next steps for the procurement of a document management and workflow system for Revenues and Benefits services which integrates with the current database, as well as support and maintenance. The current document management system provides the ability for internal business users to index documents, create and work through processes including creation of documents, and manage workflow. See "Additional Text" boxes below. It is important to note that this is not an invitation to tender, it is strictly a pre-procurement Market Engagement Questionnaire, intended to capture market information via a Prior Information Notice (PIN). The Authority is unclear at present on its preferred route to market or the procurement process that may be utilised. The purpose of this Market Engagement Questionnaire is to: * Help inform and determine our procurement strategy and approach * Assist in the scoping of the requirement * Identify any innovative ideas * Identify options available * Identify likely financial commitment of a solution There are a number of questions within the Market Engagement Questionnaire for you to answer but it is not compulsory to answer all of them. We are happy to receive any feedback you wish to offer. Responses to the Market Engagement Questionnaire imply no commitment on Suppliers to engage in any subsequent procurement process, nor do they confer any advantaged status or guarantee of inclusion in any subsequent procurement process for Suppliers who do respond. The Authority reserves the right to withdraw this Market Engagement Questionnaire at any time and is not liable for any costs incurred as a result of Suppliers engaging with this process. Additional information: When implemented, the Revenues and Benefits System will need to deliver multiple benefits. Please refer to the related documents within Pro Contract for full details. Potential Suppliers are asked to answer the questions set out in the questionnaire (pp8-9 of "Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System"). This can be found on the Council's eTendering Portal Pro Contact. The link to the eTendering portal is https://procontract.due-north.com/ and the reference number is DN750922. Please log in (or register if you do not have a log in) and the questionnaire will be available to download. Please upload your completed questionnaire to the portal by 05 December 2024, 14.00Hrs. Please leave sufficient time to do this, as uploading times can vary depending on the file size. Documents must be uploaded in an Open Document format, and all attachments will ideally be Zipped in to one file. (Tip: Use PDF documents where possible to reduce file sizes). Please note: Organisations can upload / amend their response via the ProContract eTendering Portal at any time prior to the submission deadline. The response is secure and only visible to the organisation up until the closing deadline date / time at which point the system is locked to the organisation and contents become visible to the Council. PLEASE REMEMBER: This is not an Invitation to Tender (ITT) exercise. The Authority is intending to initiate a procurement process for the provision of document management and workflow system contract in Revenues and Benefits services to include the support and maintenance for the system as well as annual licenses, as well as integration with the existing Revenues and Benefits database in the future, but this pre-procurement Market Engagement Questionnaire is a call for information only. The Authority will consider the responses received and then consider its options. Please note that the estimated date of publication of contract notice (31 March 2025) is not certain and could be changed. Please note that the 'Type of Contract' could be any combination/hybrid of goods/systems and/or services. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/80d6fdb3-9280-4eba-b2eb-73ee11dc8898 | | Notice type | Market Engagement Notice | | Procurement type | Standard | | Procurement category | Not specified | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 7 Nov 2024 | | Submission deadline | Not specified | | Future notice date | 5 Dec 2024 | | Award date | Not specified | | Contract period | Not specified | | 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 | Planning | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | ISLE OF WIGHT COUNCIL | | Locality | NEWPORT | | Post town | Portsmouth | | Postcode | PO30 1UD | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ3 Hampshire and Isle of Wight | | ITL 3 | TLJ34 Isle of Wight | | Local authority | Isle of Wight | | Electoral ward | Newport Central | | Westminster constituency | Isle of Wight West | | Delivery location | TLJ South East (England) | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48000000 - Software package and information systems - 72000000 - IT services: consulting, software development, Internet and support ## Release History - 7 Nov 2024 at 09:20 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/80d6fdb3-9280-4eba-b2eb-73ee11dc8898 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/80d6fdb3-9280-4eba-b2eb-73ee11dc8898 7th November 2024 - Early engagement notice on Contracts Finder ## Notice URLs - http://www.iow.gov.uk - https://procontract.due-north.com/ ## 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-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-57836d72-2cbf-400e-90d4-ca2f891d8e1c.json.