--- title: "Provision of Electronic Document and Records Management (EDRM) System" ocid: "ocds-kuma6s-122819" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-122819" markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-122819.md" json_url: "https://d3tenders.com/contract/ocds-kuma6s-122819.json" source: "Sell2Wales" current_stage: "Award" buyer: "TAI TARIAN LTD" published: "2023-05-05" --- # Provision of Electronic Document and Records Management (EDRM) System Buyer: TAI TARIAN LTD Current stage: Award OCID: ocds-kuma6s-122819 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-122819) [Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-122819.json) ## Summary The procurement process led by Tai Tarian Ltd involves the provision of an Electronic Document and Records Management (EDRM) System, targeting the housing and community amenities industry in the UK. The tender, in the award stage, encompasses a comprehensive system implementation and training package, with a contract value of £478,870. The system is crucial for managing documents for their 9000 homes, with a key deadline set in March 2022 for contract signing. This opportunity presents businesses, especially SMEs, a chance to bid for a contract that requires specialised expertise in EDRM systems. The contract's 5-year duration, with the potential for extensions, offers a stable revenue stream. Businesses adept at integrating systems and offering user-friendly solutions suitable for approximately 550 users will find a well-suited opportunity in this procurement. ## Notice As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full, comprehensive and native to Microsoft Office 365 Electronic Document and Records Management (EDRM) System to include (but not be limited to): - Change Management support to ready our business for the change and embed the solution to become business as usual. - Implementation (where appropriate) of the new system into our business. - A training package for all Tai Tarian staff. - Migration and cleansing of documents from our file shares and existing system. ### Lot Information Lot 1 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. 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. The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods. The system will be expected to support approximately 550 users. Further information is included in the Invitation to Tender. 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 | Sell2Wales | | Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=122819 | | 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 | SME | | All stages | Tender, Award | ## Dates | Field | Value | | --- | --- | | Publication date | 5 May 2023 | | Submission deadline | 23 Sep 2022 | | Future notice date | Not specified | | Award date | 16 Mar 2022 | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | £478,870 | ## Status | Field | Value | | --- | --- | | Tender status | Complete | | Lots status | Complete | | Awards status | Not specified | | Contracts status | Active | ## 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 | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | TSG | ## 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 - 5 May 2023 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=122819 - 5 Jul 2022 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=122819 ## Documents - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=JUL403744&idx=4 25th August 2022 - Tai Tarian IMS Summary - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=JUL403744&idx=2 19th July 2022 - Appendix 1 - Functional & Technical Specification - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=JUL403744&idx=3 19th July 2022 - Appendix 1 - Functional & Technical Specification - updated 19.7.22 - https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=JUL403744&idx=1 5th July 2022 - Invitation to Tender - Provision of EDRM System - Ref 942 - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=JUL403744 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, comprehensive and native to Microsoft Office 365 Electronic Document and Records Management (EDRM) System to include (but not be limited to): - Change Management support to ready our business for the change and embed the solution to become business as usual. - Implementation (where appropriate) of the new system into our business. - A training package for all Tai Tarian staff. - Migration and cleansing of documents from our file shares and existing system. - https://www.sell2wales.gov.wales/search/show/search_view.aspx?ID=MAY436508 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, comprehensive and native to Microsoft Office 365 Electronic Document and Records Management (EDRM) System to include (but not be limited to): - Change Management support to ready our business for the change and embed the solution to become business as usual. - Implementation (where appropriate) of the new system into our business. - A training package for all Tai Tarian staff. - Migration and cleansing of documents from our file shares and existing system. ## Notice URLs - http://www.taitarian.co.uk - https://api.sell2wales.gov.wales/v1?lang=cy/Notice?id=ocds-kuma6s-122819 - https://www.sell2wales.gov.wales/ ## 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-122819. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-122819.json.