--- title: "Provision of Electronic Document and Records Management (EDRM) System" ocid: "ocds-kuma6s-112795" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-112795" markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-112795.md" json_url: "https://d3tenders.com/contract/ocds-kuma6s-112795.json" source: "Sell2Wales" 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-kuma6s-112795 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-112795) [Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-112795.json) ## Summary The tender process for the "Provision of Electronic Document and Records Management (EDRM) System" is being conducted by Tai Tarian Ltd, which operates in the housing and community amenities sector. The organisation manages approximately 9,000 homes in the Neath Port Talbot region and is seeking a comprehensive EDRM solution to enhance its transformation plan. Currently in the Tender stage, the procurement method employed is an open procedure, with a deadline for bid submissions extended to 8th October 2021. Interested bidders are expected to deliver proposals that meet specified integration criteria with existing business systems and Microsoft products. This procurement presents a substantial opportunity for businesses skilled in developing and managing electronic document and records systems. Companies that offer innovative solutions tailored to the public sector's needs, particularly those with experience in integrating systems across multiple platforms, would be well-suited to compete. Additionally, businesses that can demonstrate a commitment to delivering community benefits and fulfilling social and environmental objectives are likely to gain a competitive advantage in this tender process. ## 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Sell2Wales | | Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=112795 | | Notice type | OJEU - F3 - Contract Award 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 | Award | ## Dates | Field | Value | | --- | --- | | Publication date | 2 Dec 2021 | | Submission deadline | Not specified | | 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 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=112795 ## Documents - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=DEC381185 Provision of Electronic Document and Records Management (EDRM) System - 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. ## Notice URLs - http://www.taitarian.co.uk - https://api.sell2wales.gov.wales/v1?lang=cy/Notice?id=ocds-kuma6s-112795 ## 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-kuma6s-112795. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-112795.json.