---
title: "Provision of a Document Management Systems 2018-23"
ocid: "ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "EFFICIENCY EAST MIDLANDS LIMITED"
published: "2018-04-12"
---

# Provision of a Document Management Systems 2018-23

Buyer: EFFICIENCY EAST MIDLANDS LIMITED  
Current stage: Award  
OCID: ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec.json)

## Summary

The procurement process involves Newark and Sherwood Homes, a public limited company based in Newark, which is seeking to award a contract for the "Provision of a Document Management Systems 2018-23." This project falls under the services industry category and is currently in the Award stage. The tender was published on 30th November 2017, with the bid submission deadline having been set for 2nd January 2018. The contract, valued at £200,000, is expected to commence on 20th February 2018 and will run for five years, with the possibility of a two-year extension based on satisfactory performance. The procurement method used for this process is selective, specifically following a restricted procedure due to its value exceeding set thresholds.

This tender presents a significant opportunity for businesses that specialise in document management systems, particularly those capable of providing tailored solutions that meet stringent data protection and technical support requirements. Companies positioned to excel in this competition would ideally possess experience in delivering bespoke IT solutions, system integration, and consultancy services, especially those familiar with the Public Sector’s operational and compliance standards, including GDPR. The chosen supplier will be responsible for ongoing support which also creates avenues for continued collaboration and business growth in this sector.

## Notice

Newark and Sherwood Homes are seeking to procure a Document Management System to support business operations. It is envisaged that Newark and Sherwood Homes will award to a sole Contractor, responsible for the solution provision and ongoing technical support. The Contract is due to commence in February 2018 for a period of five years with an option to extend for a further period of two years, contract term subject to satisfactory performance and mutual agreement. The Company requires a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. The service requirements include providing ICT equipment, service and support for multiple sites and to our agile workforce, management of our servers and access to the internet via their firewall. We currently have approximately 140 users with 0.75TB of data. We are not intending to migrate all data to the new system, relevant current documents will be transferred in an appropriate manner. Our initial storage capacity usage is likely to be as low as 0.25TB and will expand as new data is created. We are looking for a solution that will provide a suitable document storage area that will support enhanced capabilities from the existing Windows Server interface. The Company will require assurance that the system can be tailored so it is bespoke to the Company's requirements and will ensure that all legal and Data protection requirements are fulfilled. Assurance will be required that the product will be supported for the duration of the contract with any software version upgrades to be included in the ITT pricing schedule. The chosen supplier will be expected to deliver consultancy and support on appropriate configuration, best practice for delivering project aims, training and ongoing support to the Company implementation team/system leads as well as training and ongoing support to NSDC for system implementation and upgrades. It is expected that the chosen supplier will have suitable proposed schedules for patch implementation and SLA's for technical support, supported by appropriate methods of logging issues such as email and telephone. Newark and Sherwood Homes is a public limited company and has high integrity and data protection/security requirements. A key part of this process will be to ensure relevant controls, security and ethical standards are achieved. Solutions should support DPA and new GDPR data holding requirements. The full technical specification requirements are detailed in the draft ITT documents.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/42fce446-d0eb-4eb6-ba8b-a0da8cc8ab69 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Restricted procedure (above threshold) |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 12 Apr 2018 |
| Submission deadline | 2 Jan 2018 |
| Future notice date | Not specified |
| Award date | 16 Feb 2018 |
| Contract period | 27 Feb 2018 - 26 Feb 2023 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £200,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | EFFICIENCY EAST MIDLANDS LIMITED |
| Locality | NEWARK |
| Post town | Nottingham |
| Postcode | NG24 1BY |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF1 Derbyshire and Nottinghamshire |
| ITL 3 | TLF15 North Nottinghamshire |
| Local authority | Newark and Sherwood |
| Electoral ward | Castle |
| Westminster constituency | Newark |
| Delivery location | TLF East Midlands (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | M-FILES |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48311100 - Document management system

## Release History

- 12 Apr 2018 at 07:16 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/42fce446-d0eb-4eb6-ba8b-a0da8cc8ab69
- 30 Nov 2017 at 16:18 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/0c5a51a7-29cb-4b36-bb07-50f20a19e194

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/42fce446-d0eb-4eb6-ba8b-a0da8cc8ab69
  12th April 2018 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/0c5a51a7-29cb-4b36-bb07-50f20a19e194
  30th November 2017 - Opportunity notice on Contracts Finder
- http://www.delta-esourcing.com/respond/R3275296RU
  Please follow to the link to access the documents

## Notice URLs

- http://www.nshomes.co.uk

## 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-c47bd564-f599-4eec-a218-2a13851aaaec. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-c47bd564-f599-4eec-a218-2a13851aaaec.json.