Supply Mobile Working and Document Management System

Supply Mobile Working and Document Management System

SARH are looking for a Mobile Working and Document Management System solution which will transform the way the organisation currently works.

United Kingdom-Stafford: Software package and information systems

2016/S 128-229709

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Stafford and Rural Homes
The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside
Stafford
ST18 0WP
United Kingdom
Contact person: Andrew Beeston and Jon Drummond
Telephone: +44 1785216708
E-mail: andrew.beeston@sarh.co.uk
NUTS code: UKG24

Internet address(es):Main address: http://www.sarh.co.uk

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/delta/buyers/select/editTenderBox.html?id=208373237
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.delta-esourcing.com/respond/982ACR48US
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

SARH EDM and / or Mobile Working Procurement.

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

Stafford and Rural Homes (SARH) is the largest social landlord in Stafford. Created on 6.2.2006 to own and manage the former council housing stock owned by Stafford Borough Council (SBC), we own and manage over 6 000 homes across Stafford and the surrounding area. We also deliver a number of local Independent Living schemes and around 190 staff.

SARH are looking for a Mobile Working and Document Management System (DMS) solution which will transform the way the organisation currently works. The scope is this procurement is the provision and implementation of a mobile working and / or electronic document management system.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for one lot only
Maximum number of lots that may be awarded to one tenderer: 1
II.2)Description

II.2.1)Title:

The provision and implementation of a mobile working solution

Lot No: 1

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UKG24
Main site or place of performance:

Staffordshire CC.

II.2.4)Description of the procurement:

The vision for the project is to:

-Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.

-Provide a one stop shop for all customer contacts, with information available to all front facing staff.

-Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.

-To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers’ (and SARH’s) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.

1.1.1The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.

1.1.2To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH’s current business systems.

1.1.3When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Option for 2 x 2 year renewals at contract expiry.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Provision and implementation of an electronic document management system

Lot No: 2

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UKG24
Main site or place of performance:

Staffordshire CC.

II.2.4)Description of the procurement:

1.1.1 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:

-No document duplication.

-Comply with legal and regulatory requirements to only retain documents needed.

-Make documents accessible remotely.

-Documents are secure, backed up and accessed by only those authorised

-Documents electronic wherever possible

1.1.2The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.

1.1.3The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.

1.1.4The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.

1.1.5The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Option for 2 x 2 year renewals at contract expiry.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description

II.2.1)Title:

Provision and implementation of a mobile working solution and electronic document management system

Lot No: 3

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UKG24
Main site or place of performance:

Staffordshire CC.

II.2.4)Description of the procurement:

Mobile Working

The vision for the project is to:

-Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.

-Provide a one stop shop for all customer contacts, with information available to all front facing staff.

-Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.

-To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers’ (and SARH’s) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.

1.1.1 The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.

1.1.2 To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH’s current business systems.

1.1.3 When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.

Document Management System

1.1.4 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:

-No document duplication.

-Comply with legal and regulatory requirements to only retain documents needed.

-Make documents accessible remotely.

-Documents are secure, backed up and accessed by only those authorised

-Documents electronic wherever possible

1.1.5 The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.

1.1.6 The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.

1.1.7 The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.

1.1.8 The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

2 * 2 Years.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 05/09/2016
Local time: 09:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 06/09/2016
Local time: 09:00
Place:

SARH’s office in Stafford.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Stafford:-Software-package-and-information-systems./982ACR48US

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/982ACR48US

GO Reference: GO-201671-PRO-8434057.

VI.4)Procedures for review

VI.4.1)Review body

Stafford and Rural Homes
The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside
Stafford
ST18 0WP
United Kingdom
Telephone: +44 1785216685
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

Stafford and Rural Homes
The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside
Stafford
ST18 0WP
United Kingdom
Telephone: +44 1785216685

VI.5)Date of dispatch of this notice:

01/07/2016

 

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