Tender for Electronic Document and Records Management Implementation

Tender for Electronic Document and Records Management Implementation

Accent does not currently have an EDRM system.

United Kingdom-Shipley: Software package and information systems

2018/S 093-211363

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Accent Housing Ltd
Charlestown House, Acorn Park Industrial Estate, Charlestown
BD17 7SW
United Kingdom
Contact person: Mr Chris Cuthell
Telephone: +44 1274065401
E-mail: chris.cuthell@accentgroup.org
NUTS code: UKEInternet address(es):Main address: http://www.accentgroup.org/

Address of the buyer profile: http://www.accentgroup.org/

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/login

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement


Electronic Document and Records Management (EDRM) Project

Reference number: DN341463

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Accent Housing Limited have been providing high quality social housing for rent and sale for 50 years and remain firmly committed to providing their residents with the excellent homes and top-quality services they have a right to expect. We currently own and manage over 21 500 homes across the country, which over 34 000 residents call their home.

The rationale for implementing an Electronic Document Management and Records System (EDRM):

Accent does not currently have an EDRM system: scanned and created documents are stored in network drive structures and a SharePoint 2007 intranet is utilised to store and manage standard templates. In order to improve overall operational efficiency, facilitate compliance with the GDPR, support the new Customer Web Site and significantly streamline existing processes, the implementation of a formal EDRM solution has been mandated by our Executive Board, and a budget allocated.

II.1.5)Estimated total value

Value excluding VAT: 300 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKE

II.2.4)Description of the procurement:

Accent Housing Limited want to deploy an Electronic Document and Records Management System (EDRM) throughout the organisation. We are currently using the MIS ActiveH Housing Management System, Unit 4 Business World On! Finance Management System and Access HR Self Service systems. We are also in the process of introducing a new Customer Self-Service solution within our website that will be managed via Umbraco Content Management System.

As a minimum, this contract will be to supply, install, implement, support, maintain and develop all the software and related services to provide Accent Housing Limited with a new Electronic Document and Records Management system.

The procurement phase of the project is scheduled to be completed by 1.8.2018. The implementation will commence in August 2018 with Phase 1 Self Service in place fully completed by October 2018. Phase 2 will commence shortly thereafter and is to be completed by March 2019. Suppliers will be required to commit to meeting these timescales as part of their tender response.

For ease of categorisation and planning the project is divided into 2 main phases:

Phase 1: Client Facing Functionality:

The objective is to give residents a 360o view of information relating to their tenancy and their home — EDRM is the vehicle that will be used to capture, store, manage and present the documents, images and other media to the customer via the website.

As a minimum, this phase will deliver to following components:

— a base Electronic Document and Records Management (EDRM) System,

— integration to Umbraco Digital Self-Service (supplied by Prodo Digital) website,

— enhanced “Google style” search capabilities — this may or may not contain AI.

Phase 2: Colleague Facing:

This phase will deliver functionality to support front line housing officers, surveyors and office based staff accessing customer documents and supplementary information and the sharing of documents and records for back office, corporate information, full search capabilities, remote access from different devices further systems and Intranet integration. It should be available both via Accent’s LAN/WAN and remotely over the internet via a secure tunnel. Phase 2 of EDRM is to be completed by March 2019.

Guiding Principles:

To set the overall context, we are looking for a system that:

— is simple to use,

— makes it easy to accurately upload and easily categorise documents,

— permits AD single sign on and yet is secure on mobile devices,

— has accurate and fast search functionality with an attractive intuitive UI,

— is device agnostic,

— is location independent (subject to 3G or better coverage),

— has managed, automated and auditable retention and deletion functionality,

— is capable, in the future, of integrating with other technologies such as AI, synthetic voice I/O and GIS to deliver geo-aware information for colleagues contextual to their role,

— allows for certain types of documents to have workflows easily applied,

— supports the linking (1 to 1 and 1 to many) of Videos / Photos to properties — helpful information can be provided to residents (How to, Gas / Electric / Water, etc.),

— permits contextual document searches for both residents and colleagues searchable via a universal search (stored as wiki pages or documents on an intranet),

— facilitates prompt accurate Subject Access Requests (GDPR compliance),

— allows Professional Privilege (i.e. legal) documents to be safely stored with appropriate highly restricted access controls,

— integrates very closely with Microsoft SharePoint 2016 On Premise.

Whilst the above features and functions are not all absolutes, they do indicate Accent’s direction of travel and set the bar for the level of innovation and excellence we are looking for.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

Subject to a 12 month extension at the purchasers discretion.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/07/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 06/07/2018
Local time: 12:00

Accent Housing Ltd, Charleston House, Shipley, BD17 7SW.

Information about authorised persons and opening procedure:

Authorised officers for Accent.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
The Strand
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: