Supply Electronic Document Management Software

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

2015/S 047-081508

Contract notice


Directive 2004/18/EC

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

Internet address(es):

Electronic access to information:

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

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

Agile Working and EDM Solution.

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)

The notice involves a public contract
II.1.4)Information on framework agreement

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

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, 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)

48000000, 72260000

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

The contract is covered by the Government Procurement Agreement (GPA): no


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:

Worthing Homes are looking for an Agile Working and Electronic Document Management (EDM) solution which will transform the way the organisation currently works.
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

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Dependent on the suppliers status, a performance bond or guarantee may be required.

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

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.

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

Worthing Homes specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
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)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: All interested parties need to register an interest (By email 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, this needs to be completed in full and returned by the deadline.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evaluated as part of the PQQ.
Minimum level(s) of standards possibly required: Evaluated as part of the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evaluated as part of the PQQ.
Minimum level(s) of standards possibly required:
Evaluated as part of the PQQ.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of 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

Envisaged minimum number 5: and maximum number 10
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.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:

Worthing Homes – Agile Working and EDM Tender

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

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

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

20.4.2015 – 17:00

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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

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
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: