Tender for Record Management Solution

Tender for Record Management Solution

The Force has decided to go to market for a Records Management System.

United Kingdom-Newcastle: Software package and information systems

2018/S 116-263975

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Northumbria Police
N/A
Newcastle City Centre Police Station, Forth Banks,
Newcastle
NE1 3PH
United Kingdom
Contact person: John Spoors
Telephone: +44 1661869290
E-mail: john.spoors.4411@northumbria.pnn.police.uk
NUTS code: UKC2
Internet address(es):Main address: http://www.northumbria.police.uk/

Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/30496

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://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=24470&B=BLUELIGHT
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=24470&B=BLUELIGHT
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

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Record Management Solution

Reference number: W372

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Force has decided to go to market for a Records Management System.The Records Management System must meet business requirements, offer options to improve business processes, improve data sharing capabilities with partners, seamlessly integrate with other existing and new systems, including the new Command and Control system, whilst ensuring it is cost effective. It is expected that Northumbria Police will work with the successful suppliers to install, configure and test the new system, and review and enhance business procedures where required to take advantage of the improved functionality. As part of the scope Northumbria Police will complete a back records conversion migrating all data into the new system, it is expected the supplier will be able to offer tools and resources to support the back record conversion.

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)

48800000
48810000

II.2.3)Place of performance

NUTS code: UKC2
Main site or place of performance:

Newcastle -upon- Tyne.

II.2.4)Description of the procurement:

Northumbria Police currently use an in house developed system for Command and Control, and Records Management functionality. Although the system is fully integrated adhering to POLE principles the user interface is dated and it is proving difficult to keep up to date with national changes. As a result the Force has decided to go to market for a Records Management System, a separate exercise is underway to procure a Command and Control system.

The Records Management System must meet business requirements, offer options to improve business processes, improve data sharing capabilities with partners, seamlessly integrate with other existing and new systems, including the new Command and Control system, whilst ensuring it is cost effective. It is expected that Northumbria Police will work with the successful suppliers to install, configure and test the new system, and review and enhance business procedures where required to take advantage of the improved functionality. As part of the scope Northumbria Police will complete a back records conversion migrating all data into the new system, it is expected the supplier will be able to offer tools and resources to support the back record conversion.

II.2.5)Award criteria

Criteria below
Cost criterion – Name: Licencing / Subscription Charges / Weighting: 14 %
Cost criterion – Name: Implementation Costs / Weighting: 10 %
Cost criterion – Name: Back Record Conversion / Weighting: 4 %
Cost criterion – Name: Support and Maintenance / Weighting: 4 %
Cost criterion – Name: Training / Weighting: 2 %
Cost criterion – Name: Other Costs / Weighting: 1 %
II.2.6)Estimated value

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

Duration in months: 120
This contract is subject to renewal: yes
Description of renewals:

This Contract will be renewed once the Contract Terms is completed.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

There are two hosting options which are detailed within the technical requirements of the specification. The two options are to either produce a bid which is hosted or which is delivered in the more traditional way on a on premise delivery.

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 per the Suitability Assessment Questionnaire.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

List and brief description of selection criteria:

N/A.

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: 25/07/2018
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

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 25/07/2018
Local time: 12:00
Place:

Newcastle City Centre Police Station.

Forth Banks.

Newcastle upon Tyne.

NE1 3PH.

Information about authorised persons and opening procedure:

N/A.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted

VI.3)Additional information:

Interested parties will have to register on the Forces Procurement Portal. Once registered you will need to express an interest in the opportunity in order to view the documents. The link to the portal is below:

https://uk.eu-supply.com/login

If you have any issues registering please contact the portal administration on the helpline details on the home page or if this is not possible please contact the stated procurement officer in this notice.

VI.4)Procedures for review

VI.4.1)Review body

Northumbria Police
Newcastle City Centre Police Station
Newcastle -upon – Tyne
NE1 3PH
United Kingdom
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:

18/06/2018

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