Supply Electronic Document and Records Management System

Supply Electronic Document and Records Management System

All key documents will be scanned at point of entry including letters, invoices and general correspondence. The documents will be indexed and then follow a pre-defined workflow process.

Reference number: MH206

Deadline date:19/12/2013

This deadline is for… Submission of the PQQ

Contract value:£150,000 – £171,772

Location where the contract is to be carried out: West Midlands

Is this suitable for smaller suppliers? No

Is this contract suitable for a voluntary, community and social enterprise organisations? No

Name of the buying organisation: Midland Heart

 

Description of the contract

Midland Heart are looking to procure an EDRM System. Midland Heart are looking for a high quality solution for the specified Electronic Document and Records Management System from high quality providers that deliver a service that is demonstrably focused around the needs of Midland Heart. This contract is for a period of 3 years with an option to extend for a further 1 + 1 years based on performance. The EDRM System will act as the key document repository and workflow engine for all documents and invoices held within Midland Heart. Northgate Housing and Lagan CRM systems will act as the first point of access for the majority of users with linkages to the EDRM solution for the respective documents and images. All key documents will be scanned at point of entry including letters, invoices and general correspondence. The documents will be indexed and then follow a pre-defined workflow process. Midland Heart will be back scanning files as part of a separate tender. Midland Heart is headquartered in Birmingham and is one of the leading housing groups in the country and the largest housing and regeneration business based in the Midlands. It operates in 54 Local Authority areas, providing and maintaining homes for more than 70,000 people, managing over 31,000 properties and delivering care and support services to 6,700 customers. Midland Heart is a not for profit organisation. In 2012/13, turnover was annual turnover of more than £165m, and a surplus of £16.1m. Midland Heart Limited is the parent of the Midland Heart group and owns all its social housing assets. It has five trading subsidiaries: • Cygnet Property Management plc. which holds properties for market rent; • Midland Heart Development Limited which provides construction related services to the group; • Prime Focus Regeneration Group Ltd which provides office premises; • Prime Focus Finance Ltd which is a specialist purpose borrowing vehicle. • Midland Heart Capital plc. which is a vehicle used to raise bond finance. Midland Heart is comprised of three businesses: General Needs Housing, Care & Support and Commercial Operations dealing with leasehold and a range of other housing tenures. It also has a financial interest in around 50 mutual schemes for older persons in which the resident is an owner occupier and the residents are the sole shareholders in the mutual. These entities are not within the scope of this tender. Midland Heart core systems Midland Heart have a number of core systems in operation throughout the organisation. For the purpose of this PQQ we have listed below the core systems where the EDRM solution will need to integrate with; • Northgate Housing • Lagan CRM • Oracle Financials • Northgate ResourceLink • Microsoft Office (including Outlook) The level of integration will be specified within the Invitation To Tender. Pre Qualification Exercise : The PQQ will be available on the 29th November 2013.The Completed PQQ must be completed and submitted electronically using the Bravo Solutions (Minimum of certify registration) by 19th December 2013 by 17.00 hrs. Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://iewm.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk. Next stages All PQQ’s received by the specified closing date will be scored with the top 3 suppliers being shortlisted to receive the Invitation to Tender no later than mid January 2014. We anticipate that a final decision will be made by the end of April. The actual dates for implementation have yet to be agreed.

 

Documents

Classification of the contract

72000000 IT services: consulting, software development, Internet and support

48000000 Software package and information systems

 

Additional information

Contract type: Services – Unspecified

Is it a framework agreement? No

Is this contract related to a programme of funding? No

Contract will be awarded based on: Most economically advantageous tender in terms of: The criteria stated in the contract documents

Estimated length of contract: 14/04/2014 – 13/04/2017

 

Who to contact

Contact name Laura Munslow

Organisation name Midland Heart

Address 20 Bath Row, Birmingham, West Midlands, B15 1LZ

Telephone

Extension number:

Fax

Email

Web address www.midlandheart.org.uk

 

How to apply

Pre Qualification Exercise : The PQQ will be available on the 29th November 2013.The Completed PQQ must be completed and submitted electronically using the Bravo Solutions (Minimum of certify registration) by 19th December 2013 by 17.00 hrs. Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://iewm.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.