Tender for Electronic Document Records Management and Workflow Software

Tender for Electronic Document Records Management and Workflow Software

The Company is seeking a suitably experienced Contractor to provide an on-premise hosted Electronic Document Records Management and Workflow Software Solution for primary use within the Company’s Revenues and Benefits department.

United Kingdom-Spalding: Document management software package

2019/S 058-134353

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Compass Point Business Services (East Coast) Ltd
Council Offices, Priory Road
Spalding
PE11 2XE
United Kingdom
Contact person: Miss Elena Taylor
E-mail: elena.taylor@lincolnshire.gov.uk
NUTS code: UKF3

Internet address(es):Main address: https://www.cpbs.com

Address of the buyer profile: https://www.cpbs.com

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://procontract.due-north.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Revenues and Benefits Electronic Document Records Management and Workflow Software Solution

Reference number: DN397622

II.1.2)Main CPV code

48311000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Company is seeking a suitably experienced Contractor to provide an on-premise hosted Electronic Document Records Management and Workflow Software Solution for primary use within the Company’s Revenues and Benefits department.

The estimated total value combines estimated implementation costs and the annual price for the maximum contract period of ten (10) years (4 plus 2 plus 2 plus 2).

Please note that from 1.4.2019 “Compass Point Business Services (East Coast) Ltd” shall change its name to “Public Sector Partnership Services Ltd”. The new Contract shall be awarded in the name of Public Sector Partnership Services Ltd (the Company). All other details, including company registration number, shall remain the same.

II.1.5)Estimated total value

Value excluding VAT: 390 000.00 GBP

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)

72512000
72317000
79996000
79999100

II.2.3)Place of performance

NUTS code: UKF3

II.2.4)Description of the procurement:

Compass Point Business Services (East Coast) Ltd (the Company), is inviting tenders for the supply and maintenance of a Revenues and Benefits Electronic Document Records Management and Workflow IT Software System (“the Software Solution”), to be hosted on the Company’s premises.

The Software Solution shall support at least one hundred and seventy two (172) users at the start of the Contract, excluding the Company’s System Administrators who shall be providing technical support. The Software Solution shall be capable for use across all of the Company’s Service Areas.

The Company is seeking to enhance its capability to capture, retain and access information through the introduction of a Software Solution for primary use within the Revenues and Benefits department but with future capability, if required, to roll the same functionalities out to other departments, including for example Human Resources and Finance.

The Software Solutions shall integrate within the Company’s existing IT Infrastructure as outlined within the procurement documentation. The successful Contractor shall be responsible for providing the services, liaising closely with the Company’s Contract Manager.

The Contract shall be let for an initial period of four (4) years intended to commence on 8.7.2019 with the option to extend for a further six (6) years at two (2) years intervals, to a maximum contract period of ten (10) years.

Interested Bidders are asked to note the Essential Requirements available in the Specification before making a decision on whether to submit a tender. Bidders must be able to meet these Essential Requirements in order to be eligible to tender for this requirement.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 390 000.00 GBP

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

Duration in months: 120
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

All completed SQ’s received will be evaluated by appropriate officers in order to compile and agree a list of Candidates who shall be invited to submit a tender. The SQ is designed to select Candidates on a range of criteria. The evaluation will be based upon 2 elements:

1) pass/fail criteria;

2) scored criteria.

Full details of the scoring methodology are contained within the procurement documents.

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

Restricted 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: 24/04/2019
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 08/05/2019

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: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

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:
VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
Strand
London
WC24 2LL
United KingdomInternet address: https://www.lincolnshire.gov.uk/business-and-consumers/supplying-council-goods-or-services
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:

20/03/2019

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