Tender for Electronic Document and Records Management Implementation
Accent does not currently have an EDRM system.
United Kingdom-Shipley: Software package and information systems
Section I: Contracting authority
I.1)Name and addresses
Charlestown House, Acorn Park Industrial Estate, Charlestown
Contact person: Mr Chris Cuthell
Telephone: +44 1274065401
NUTS code: UKEInternet address(es):Main address: http://www.accentgroup.org/
Address of the buyer profile: http://www.accentgroup.org/
I.4)Type of the contracting authority
Section II: Object
Electronic Document and Records Management (EDRM) Project
II.1.2)Main CPV code
II.1.3)Type of contract
Accent Housing Limited have been providing high quality social housing for rent and sale for 50 years and remain firmly committed to providing their residents with the excellent homes and top-quality services they have a right to expect. We currently own and manage over 21 500 homes across the country, which over 34 000 residents call their home.
The rationale for implementing an Electronic Document Management and Records System (EDRM):
Accent does not currently have an EDRM system: scanned and created documents are stored in network drive structures and a SharePoint 2007 intranet is utilised to store and manage standard templates. In order to improve overall operational efficiency, facilitate compliance with the GDPR, support the new Customer Web Site and significantly streamline existing processes, the implementation of a formal EDRM solution has been mandated by our Executive Board, and a budget allocated.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
Accent Housing Limited want to deploy an Electronic Document and Records Management System (EDRM) throughout the organisation. We are currently using the MIS ActiveH Housing Management System, Unit 4 Business World On! Finance Management System and Access HR Self Service systems. We are also in the process of introducing a new Customer Self-Service solution within our website that will be managed via Umbraco Content Management System.
As a minimum, this contract will be to supply, install, implement, support, maintain and develop all the software and related services to provide Accent Housing Limited with a new Electronic Document and Records Management system.
The procurement phase of the project is scheduled to be completed by 1.8.2018. The implementation will commence in August 2018 with Phase 1 Self Service in place fully completed by October 2018. Phase 2 will commence shortly thereafter and is to be completed by March 2019. Suppliers will be required to commit to meeting these timescales as part of their tender response.
For ease of categorisation and planning the project is divided into 2 main phases:
Phase 1: Client Facing Functionality:
The objective is to give residents a 360o view of information relating to their tenancy and their home — EDRM is the vehicle that will be used to capture, store, manage and present the documents, images and other media to the customer via the website.
As a minimum, this phase will deliver to following components:
— a base Electronic Document and Records Management (EDRM) System,
— integration to Umbraco Digital Self-Service (supplied by Prodo Digital) website,
— enhanced “Google style” search capabilities — this may or may not contain AI.
Phase 2: Colleague Facing:
This phase will deliver functionality to support front line housing officers, surveyors and office based staff accessing customer documents and supplementary information and the sharing of documents and records for back office, corporate information, full search capabilities, remote access from different devices further systems and Intranet integration. It should be available both via Accent’s LAN/WAN and remotely over the internet via a secure tunnel. Phase 2 of EDRM is to be completed by March 2019.
To set the overall context, we are looking for a system that:
— is simple to use,
— makes it easy to accurately upload and easily categorise documents,
— permits AD single sign on and yet is secure on mobile devices,
— has accurate and fast search functionality with an attractive intuitive UI,
— is device agnostic,
— is location independent (subject to 3G or better coverage),
— has managed, automated and auditable retention and deletion functionality,
— is capable, in the future, of integrating with other technologies such as AI, synthetic voice I/O and GIS to deliver geo-aware information for colleagues contextual to their role,
— allows for certain types of documents to have workflows easily applied,
— supports the linking (1 to 1 and 1 to many) of Videos / Photos to properties — helpful information can be provided to residents (How to, Gas / Electric / Water, etc.),
— permits contextual document searches for both residents and colleagues searchable via a universal search (stored as wiki pages or documents on an intranet),
— facilitates prompt accurate Subject Access Requests (GDPR compliance),
— allows Professional Privilege (i.e. legal) documents to be safely stored with appropriate highly restricted access controls,
— integrates very closely with Microsoft SharePoint 2016 On Premise.
Whilst the above features and functions are not all absolutes, they do indicate Accent’s direction of travel and set the bar for the level of innovation and excellence we are looking for.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Subject to a 12 month extension at the purchasers discretion.
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.7)Conditions for opening of tenders
Accent Housing Ltd, Charleston House, Shipley, BD17 7SW.
Authorised officers for Accent.
Section VI: Complementary information
VI.1)Information about recurrence
VI.5)Date of dispatch of this notice: