Tender for Document Management Solution – Portsmouth

Tender for Document Management Solution – Portsmouth

Contract for the installation, implementation and associated maintenance/support of a document management solution.

United Kingdom-Portsmouth: Software package and information systems

2019/S 086-206913

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Portsmouth City Council
Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square
Portsmouth
PO1 2AL
United Kingdom
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS code: UKJ31
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Document Management Solution for Portsmouth International Port

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

Portsmouth City Council, “the Authority”, is seeking to procure a contract for the installation, implementation and associated maintenance/support of a document management solution for Portsmouth International Port.

Portsmouth International Port is looking to install and implement a document management solution that will cover all areas of the business allowing easy retrieval of stored documents, automated retention schedules, version control and some workflow functionality with consideration being given to document security and access. Though the Port require to easily import and export from the given system there is no requirement at this time for direct interfaces to any other Port software systems.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48311000

II.2.3)Place of performance

NUTS code: UKJ31

II.2.4)Description of the procurement:

Portsmouth International Port is looking to install and implement a document management solution that will cover all areas of the business allowing easy retrieval of stored documents, automated retention schedules, version control and some workflow functionality with consideration being given to document security and access. Though the Port require to easily import and export from the given system there is no requirement at this time for direct interfaces to any other Port software systems.

The Authority is targeting to have awarded the contract by 28.8.2019 with a subsequent commencement date of September 2019.

The initial contract period will be for the installation, implementation and training of the new system followed by an associated maintenance/support contract for a period of 5 years. Followed by the possibility of extending the contract by increments to be agreed subject to performance and agreement of all parties.

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: 60
This contract is subject to renewal: yes
Description of renewals:

The initial contract will last for a period of 5 years. Followed by the possibility of extending the contract by increments to be agreed subject to performance and agreement of all parties.

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

List and brief description of conditions:

As stated within the invitation to tender documents, for full details access https://in-tendhost.co.uk/portsmouthcc/aspx/home

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:

As stated within the invitation to tender documents, for full details access https://in-tendhost.co.uk/portsmouthcc/aspx/home

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: 17/06/2019
Local time: 12:00
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

IV.2.7)Conditions for opening of tenders

Date: 17/06/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

May 2024.

VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

The High Court of Justice
Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000Internet address: https://www.justice.gov.uk/
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

VI.5)Date of dispatch of this notice:

01/05/2019

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