Electronic Document and Records Management System

Electronic Document and Records Management System

Lot 1 – The software solution. Lot 2 – the back scanning and ongoing scanning requirements into the adopted solution.

UK-Coventry: Document management software package

2013/S 060-100681

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Orbit Housing
Procurement Team, Garden Court, Harryweston Road, Binley Business Park
For the attention of: Archie Seth
CV3 2SU Coventry
UNITED KINGDOM
Telephone: +44 7795542486
E-mail: archie.seth@orbit.org.uk

Internet address(es):

General address of the contracting authority: www.housingprocurement.com

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

EDRM – Electronic Document and Records Management System and Scanning Service – PP155.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: Coventry, West Midlands.
NUTS code UKG

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)

The key objective of this project is to procure and implement an integrated electronic document and records management system (EDRMS) across the whole of the organisation.
In summary the brief provides for two elements:
Lot 1 – The software solution
Lot 2 – the back scanning and ongoing scanning requirements into the adopted solution.
The scope of the procurement is to initially create an information & records management framework that includes an electronic tenant and property record solution in the first instance . This will include tenancy management workflows for new customers and back scanning of historical documentation.
However it will be necessary to consider within the procurement the longer term objectives of the organisation which is to ensure that the chosen solution is flexible, expandable and continues to meet all legislative requirements now and in the future. This should incorporate the future aspirations of providing a technical solution with full workflow and electronic distribution functionality enabling Orbit to manage its inspiration effectively during the complete life cycle of all functions within the organisation.
II.1.6)Common procurement vocabulary (CPV)

48311000

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The key objective of this project is to procure and implement an integrated electronic document and records management system (EDRMS) across the whole of the organisation.
In summary the brief provides for two elements:
Lot 1 – The software solution
Lot 2 – the back scanning and ongoing scanning requirements into the adopted solution.
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

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: The software solution

1)Short description

Lot 1 – The software solution
2)Common procurement vocabulary (CPV)

48311000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: The back scanning and ongoing scanning requirements into the adopted solution.

1)Short description

Lot 2 – the back scanning and ongoing scanning requirements into the adopted solution.
2)Common procurement vocabulary (CPV)

48311000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Orbit reserves the right to request to request a parent company quarantee or performance bond if deemed necessary
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
See Pre-qualification questionaire at www.housingprocurement.com for all.

Relevant conditions

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
See Pre-qualification questionaire at www.housingprocurement.com for all

relevant conditions, criteria and information requirements.
Minimum level(s) of standards possibly required: See Pre-qualification questionaire at www.housingprocurement.com for all relevant conditions, criteria and information requirements.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
See Pre-qualification questionaire at www.housingprocurement.com for all

relevant conditions, criteria and information requirements.
Minimum level(s) of standards possibly required:
See Pre-qualification questionaire at www.housingprocurement.com for all relevant conditions, criteria and information requirements.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: See Pre-qualification questionaire at www.housingprocurement.com for all relevant conditions, criteria and information requirements.

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 in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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:

PP – 155
IV.3.2)Previous publication(s) concerning the same contract

no
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: 24.4.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

25.4.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

11.7.2013
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
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

All additional information regarding the procurement is avaliable at www.housingprocurement.com

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: Any appeals will be dealth with in accordance with the Public Contracts Regulations 2006 (as amended). Copies of the regulations and amendments are available on the government website http://www.legislation.gov.uk

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

VI.5)Date of dispatch of this notice:22.3.2013

Requirement: Electronic Document and Records Management System