---
title: "Provision of Electronic Document and Records Management (EDRM) System"
ocid: "ocds-h6vhtk-02cde9"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02cde9"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02cde9.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02cde9.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "TAI TARIAN LTD"
published: "2021-12-02"
---

# Provision of Electronic Document and Records Management (EDRM) System

Buyer: TAI TARIAN LTD  
Current stage: Award  
OCID: ocds-h6vhtk-02cde9

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## Summary

Tai Tarian Ltd, a prominent housing association managing approximately 9,000 homes in the Neath Port Talbot region, is conducting a procurement process for a comprehensive Electronic Document and Records Management (EDRM) System. This initiative falls within the goods category and aims to enhance document management within the organisation. The procurement has entered the active tender stage, with submissions due by 8th October 2021. The process is classified under an open procedure, ensuring transparency and accessibility for potential suppliers. The contract duration is expected to last for 5 years with options for extensions, allowing for a significant period of engagement with the selected contractor.

This tender presents valuable opportunities for businesses in the information technology and software sectors, particularly those specialising in document management systems and integration services. Companies that can demonstrate innovative solutions compatible with existing systems, including popular platforms such as Microsoft 365, will be particularly well-placed to compete. Furthermore, businesses should consider potential community benefits that can be delivered through the contract, as these will be assessed as part of the tender evaluation process. Engaging effectively with Tai Tarian's vision for transformation could pave the way for sustainable growth in this sector.

## Notice

As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location.

### Lot Information

Lot 1

As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System. Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations. The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location. Scope Replacement of current EDRMS and migration of documents from the existing system to the new system. Cleansing of the data during the migration to ensure compliance with data retention rules (e.g. documents that should not be retained should be deleted). Importing of additional documents held electronically in other areas including on shared and personal network drives.

Renewal: The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/029991-2021 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 2 Dec 2021 |
| Submission deadline | 28 Sep 2021 |
| Future notice date | Not specified |
| Award date | 2 Dec 2021 |
| 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 | Cancelled |
| Lots status | Cancelled |
| Awards status | Unsuccessful |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | TAI TARIAN LTD |
| Locality | NEATH |
| Post town | Swansea |
| Postcode | SA11 2FP |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL4 Mid and South West Wales |
| ITL 3 | TLL44 Neath Port Talbot |
| Local authority | Neath Port Talbot |
| Electoral ward | Briton Ferry West |
| Westminster constituency | Aberafan Maesteg |
| Delivery location | TLL17 Bridgend and Neath Port Talbot |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security

### Codes

- 48311000 - Document management software package
- 48311100 - Document management system
- 72512000 - Document management services
- 79996100 - Records management

## Release History

- 2 Dec 2021 at 16:25 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/029991-2021
- 20 Sep 2021 at 13:44 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/018043-2021
- 20 Sep 2021 at 13:44 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/023330-2021

## Notice URLs

- http://www.sell2wales.gov.wales
- http://www.taitarian.co.uk
- https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA1087

## 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-h6vhtk-02cde9. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02cde9.json.