Supply Electronic Document Management Software
Worthing Homes is looking for an Agile Working and Electronic Document Management Solution.
The supplier will need to implement, configure, interface / integrate to existing business systems.
United Kingdom-Worthing: Software package and information systems
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Worthing Homes Limited
Davison House, North Street
Contact point(s): Shaw Consulting
BN11 1ER Worthing
Electronic access to information: https://db.tt/a9Kz47FW
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Davison House; North Street; Worthing; BN11 1ER.
NUTS code UKJ24
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
The supplier will need to implement, configure, interface / integrate to existing business systems, their proposed solution.
Full training to end users and the IT team will be required so that Worthing Homes can fully maximise the system from the outset.
II.1.6)Common procurement vocabulary (CPV)
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
The Agile Working Solution will be used across the business to collect information electronically and then, based on either defined work-flow rules (which Worthing Homes can configure in the proposed solution) or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.
The proposed solutions needs to include a Form Designer which can be used by end users (who have no programming knowledge). Once the forms have been created the proposed solution must allow Worthing Homes to publish them to:
— Different mobile device platforms;
— The web for display on websites.
To apps which can be downloaded by Worthing Homes clients or used by Worthing Homes staff.
To ensure our staff have a full 360° view of our customers when working remotely or when they are in office, the Agile Working solution must be fully integrated with Worthing Homes current business systems.
The Agile Working solution must enable our staff to take payments from our customers.
When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network.
Worthing Homes currently has an EDM system, however it is very basic, it is difficult to find information, doesn’t support document retention / destruction rules and thus makes it very hard for Worthing Homes to manage the information held in the system effectively. As a result Worthing Homes are looking for a replacement system.
The proposed EDM solution must be fully integrated with the proposed Agile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.
The proposed EDM must enable Worthing Homes to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.
The proposed EDM solution should be integrated with Microsoft Office and Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.
The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems e.g. the current EDM solution is transferred so that these systems can be decommissioned.
II.2.2)Information about options
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.1.1)Deposits and guarantees required:
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
Description of particular conditions: Suppliers will need to comply with Worthing Homes Standard Terms and Conditions of Contracts.
Worthing Homes are not bound to accept any or all of the suppliers response.
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: All interested parties need to register an interest (By email firstname.lastname@example.org and then provide a completed response no later than 17:00 on the 20.4.2015. Interested parties will be able to download the Pre-Qualification Questionnaire (PQQ) from https://db.tt/a9Kz47FW, this needs to be completed in full and returned by the deadline.
III.2.2)Economic and financial ability
Minimum level(s) of standards possibly required: Evaluated as part of the PQQ.
Evaluated as part of the PQQ.
Minimum level(s) of standards possibly required:
Evaluated as part of the PQQ.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Using the pre-qualification questionnaire suppliers will be short listed based on the analysis performed in the financial, legal, and technical areas. Some questions contained within the PQQ may require a ‘Yes’ or ‘No’ response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered “No”, Worthing Homes may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon there order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a consensus team score. Incomplete responses will reduce the suppliers chance of being short listed and in some cases will exclude the supplier.
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.4)Time limit for receipt of tenders or requests to participate
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
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.5)Date of dispatch of this notice: