Corporate Electronic Document and Records Management System

Bonnyrigg: system, storage and content management software package

Supply, Installation etc of a Corporate Electronic Document and Records Management System

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Midlothian Council
Dundas Buildings, 62a Polton Street
Contact point(s): Procurement Officer
For the attention of: John Quinn
EH19 3YD Bonnyrigg
UNITED KINGDOM
Telephone: +44 1312713168
Fax: +44 1316542797

Internet address(es):

General address of the contracting authority: www.midlothian.gov

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00336

Further information can be obtained from: Midlothian Council
Dundas Buildings, 62a Polton Street
Contact point(s): Procurement Officer
For the attention of: John Quinn
EH19 3YD Bonnyrigg
UNITED KINGDOM
Telephone: +44 1312713168
E-mail: john.quinn@midlothian.gov.uk
Fax: +44 1316542797
Internet address: www.midlothian.gov

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Midlothian Council
Dundas Buildings, 62a Polton Street
Contact point(s): Procurement Officer
For the attention of: John Quinn
EH19 3YD Bonnyrigg
UNITED KINGDOM
Telephone: +44 1312713168
E-mail: john.quinn@midlothian.gov.uk
Fax: +44 1316542797
Internet address: www.midlothian.gov

Tenders or requests to participate must be sent to: Midlothian Council
Midlothian House, Buccleuch Street
Contact point(s): Corporate Resources
For the attention of: Director
EH22 1DN Dalkeith
UNITED KINGDOM
Telephone: +44 1312713168
Fax: +44 1316542797
Internet address: www.midlothian.gov

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Supply, Installation etc of a Corporate Electronic Document and Records Management System.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Dalkeith, Midlothian.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Under the banner of Flexible and Mobile Working, Midlothian is currently pursuing a policy of property asset rationalisation and process improvement to reduce costs and improve overall efficiency. It has become evident that achieving these goals will require a Corporate EDRMS solution. The key aims in introducing an EDRMS are:
Enabling the Council Asset Management Rationalisation Strategy by reducing the quantities of physical documents stored within Council office spaces.
Facilitating the implementation of flexible and mobile working by removing links between job roles and physical document stores.
Increasing process efficiency through the use of document workflow.
Reducing the amount of time retrieving stored documentation.
Driving better and clearer information management.
The solution selected must meet a challenging set of criteria as outlined in the Self Assessment Schedule contained within the Invitation to Tender documents.
The successful Tenderer will be expected to:
Install and set-up the system.
Integrate with core council systems.
Use their knowledge of best practice to target key areas for delivering efficiency savings.
Work with Midlothian staff in embedding EDMRS in at least two major services.
Provide Midlothian with the expertise to roll the system out across the Council.
Provide documentation covering: Technical Set-up/System manuals/process and workflow documents/Support processes.
Suppliers wishing to receive a copy of the tender documents must e-mail john.quinn@midlothian.gov.ukno later than 5pm on 25.11.2011.The closing date for return of tenders is 9.1.2012.

II.1.6)Common procurement vocabulary (CPV)

48780000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

See description.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

N/A.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Fixed Price Contract. The Council will settle invoices within 30 days of receipt.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and Several Liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
Audited set of Acoounts for last 3 years (where possible).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(3) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.
(4) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(5) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(6) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Quality. Weighting 70

2. Price. Weighting 30

IV.2.2)Information about electronic auction

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

MID/11/24

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 25.11.2011

IV.3.4)Time limit for receipt of tenders or requests to participate

9.1.2012 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening tenders

Date: 9.1.2012 – 12:00
Place:Secretariat Office, Midlothian House, Buccleuch Street, Dalkeith, EH22 1DJ.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: The Chief Executive, Director Corporate Services, their nominees and elected members of Midlothian Council only will be entitled to attend.

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

Suppliers wishing to receive a copy of the tender documents must e-mail john.quinn@midlothian.gov.uk no later than 5pm on 25.11.2011.

Tenders will be issued via e-mail for a hard copy return.
(SC Ref:213895).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:8.11.2011