Supply Enterprise Content Management System

Supply Enterprise Content Management System

The Contracting Authority wishes to store and manage all structured and unstructured electronic content in a consolidated Enterprise Content Management system solution.

United Kingdom-Preston: Content management software package

2014/S 184-324930

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Places for People Homes Limited
4 The Pavilions, Port Way
Contact point(s): Strategic Procurement Team or EDRM Systems Manager
For the attention of: Susan Duncan-Wood or Alex Ashworth
PR2 2YB Preston
UNITED KINGDOM
E-mail: purchasing@placesforpeople.co.uk

Internet address(es):

General address of the contracting authority: http://placesforpeople.co.uk

Further information can be obtained from: Places for People Group Limited as agent for and on behalf of its current and future subsidiaries and affiliates
4 The Pavillions, Portway
Contact point(s): Susan Duncan-Wood or Alex Ashworth
PR2 2YB Preston
UNITED KINGDOM
E-mail: purchasing@placesforpeople.co.uk
Internet address: http://www.housingprocurement.com

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Places for People Group Limited as agent for and on
Internet address: http://www.housingprocurement.com

Tenders or requests to participate must be sent to: Places for People Group Limited as agent for and on
Internet address: http://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:

Enterprise Content Management System.

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

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Preston, England.

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)

The Contracting Authority wishes to store and manage all structured and unstructured electronic content in a consolidated Enterprise Content Management (ECM) system solution. The key drivers are to enable the Contracting Authority to effectively search across its estate of electronic content, to automate the application of its Retention and Disposal policy, to mobilise the access to and production/amendment of content, and to collaborate with third parties and securely share content externally. Therefore, the Contracting Authority is looking to contract with a Service Provider, which can supply, implement, develop, and provide ongoing technical support and maintenance of an ECM system solution. The selected Service Provider will be expected to make use of the latest technologies and software developments to add value, and to support the Contracting Authority in delivering its vision. The successful Service Provider will be able to demonstrate significant and proven capabilities and expertise in delivering and supporting all elements of a complex ECM deployment, including the migration of existing structured and unstructured electronic content. The selected solution will be hosted on premise. It must be compatible with the existing IT technical environment and must interface with the relevant operational business applications in order to facilitate document centric work-flows and provide a consolidated storage solution for system generated documentation. The system sought must be fully scalable in order to meet both the current and future needs of the Contracting Authority’s dynamic business, which is likely to continue to grow and change, both organically and through mergers and acquisitions.

II.1.6)Common procurement vocabulary (CPV)

48783000, 48780000

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

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

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:

Places for People is one of the largest property management, development and regeneration companies in the UK. We own or manage 148 000 homes and have assets in excess of 3 000 000 000 GBP. The Group also operates leisure centres, care services, support services, maintenance services, green services and financial services. The Group employs 5 200 FTE staff across all of its subsidiaries. The electronic content estate currently totals in excess of 17 500 000 files across 1 700 000 folders, and is expected to grow and diversify into the future. The structure and records management functionality of an ECM solution will need to accommodate a complex variety of company/departmental configuration requirements, and must enable us to automate the Retention and Disposal policy as agreed for each document type, with each information asset owner. The ECM solution must also provide a means of tight integration with the relevant back office and operational business systems so that documents can be processed through and stored within the ECM solution, but can be accessed and updated seamlessly from within the relevant business applications, and can trigger work-flow events within the relevant business applications. The Contracting Authority will require the values and ethics of the service provider to be in accordance with those of the Contracting Authority, particularly in relation to customer service, sustainability and responsible supply chain management. Throughout the contract the service provider and, if appropriate, its supply chain will be requested to participate in the achievement of social and environmental policy objectives. Due to the complex and wide reaching nature of this project and the fundamental effect that the new system sought will have on the business of the Contracting Authority, the initial term of this contract will be for five (5) years with five (5) options for the Contracting Authority to extend, each potential extension being for a further period for three (3) years. The estimated contract value range from 1 500 000 GBP to 10 000 000 GBP has been calculated using the maximum twenty (20) year period, taking into account the wide diversity of systems solutions, software licensing models, and Service Providers in the market.
Estimated value excluding VAT:
Range: between 1 500 000 and 10 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contracting Authority shall be entitled at it’s absolute discretion to extend the duration of the contract after the initial five (5) year term, by up to five (5) periods of three (3) years making a total possible contract period of twenty (20) years.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

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

Duration in months: 240 (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:

Any deposits or guarantees required will be set out in the contract documents.

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

Any conditions or arrangements will be set out in the contract documents.

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.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected Service Provider must have the experience and capacity to supply, implement and support an existing ECM system solution which: — Can be embedded into Windows Explorer and/or Microsoft Outlook (in a Microsoft Windows 7/Microsoft Office 2010 desktop environment); — Interfaces with Microsoft Active Directory for the purpose of user authentication; — Provides a secure (ISO270001:2013 compliant) public-facing web front end for the purpose of collaborative working and content sharing with third parties; — Provides secure mobile device content search and access (with view/edit/upload functionality) via an iOS application; — Incorporates a high performance Google style keyword search facility, returning results based on document met a data and content, and user access level; — Is able to store, manage, search for, retrieve and record meta-data for the following file types: MS Excel, Word, Access, PDF, Images (TIFF/JPEG/BMP/PNG), Visio, MS Project, Audio, Video and auto-CAD; — Can accommodate a complex variety of automated archive and disposal rules/policies/work-flows against document types and containers/stores; — Is capable of automatically generating folders/containers/structures based on the creation of records or activity in a third party system. Under the contract, the service provider and its supply chain will be required to participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives. Accordingly, the contract performance conditions may relate in particular to social and environmental considerations to be detailed in the contract documents.
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 judgement 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.
As set out in the contract documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the contract documents.
Minimum level(s) of standards possibly required: As set out in the contract documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the contract documents.
Minimum level(s) of standards possibly required:
As set out in the contract documents.
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

Accelerated restricted
Justification for the choice of accelerated procedure: The Contracting Authority employs an existing EDRM system which has been out of contract/support with the supplier since April 2013. It had been expected that a replacement ECM platform would be procured as part of a wider ERP system procurement exercise undertaken by the Contracting Authority in 2013/14, but the chosen ERP solution does not incorporate an appropriate ECM platform. The ERP solution is due to go live on 1.4.2015, and it is strategically and logistically imperative for the Contracting Authority to work to the same time-line for the deployment of the initial phase of the replacement ECM solution. The legacy EDRM system presents a significant risk for the Contracting Authority in so far as the software itself is not supported, and no element of the solution or associated technology stack can be changed, upgraded or patched in order to address potential security issues and/or functional requirements. This represents an increasing risk as the various hardware and software elements associated with the EDRM solution fall further behind the latest supported versions.

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

Envisaged minimum number 3: and maximum number 8
Objective criteria for choosing the limited number of candidates: As set out in the contract documents.
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:

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: 3.10.2014 – 12:00
Payable documents: no

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

6.10.2014 – 12:00

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

10.10.2014

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

The Contracting Authority reserves the right to cancel the procurement and not to proceed with the award of any contract at any stage of the procurement process and/or to award only part or parts of any contract. Save for any mandatory periods, the time-scales indicated in this notice are approximate and the Contracting Authority reserved the right to amend the same. The Contracting Authority intends to use an eTendering system in this procurement exercise. Suppliers can, express interest in this procurement, express their interest in working with the Places for People Group and be informed of the latest opportunities by registering for free on the Due North Housing Procurement Portal — http://www.housingprocurement.comPre-qualification questionnaire responses should be fully completed and submitted on-line using Due North no later than the date and time quoted in IV.3.4), these will be used to select those firms invited to Tender.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority shall comply with the requirements of Regulations 29A and 32 of the Public Contracts Regulations 2006 (which incorporates Directive 2004/18/EC into English law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.

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

Crown Commercial Services
1 Horse Guard’s Road
SW1A 2HQ London
UNITED KINGDOM
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:

22.9.2014