Published date: 12 April 2018

Awarded contract - This means that the contract has been awarded to a supplier.


Closing: 2 January 2018

Contract summary

Industry

  • Document management system - 48311100

Location of contract

East Midlands

Value of contract

£200,000

Procurement reference

NSHDMS18

Published date

12 April 2018

Closing date

2 January 2018

Contract start date

20 February 2018

Contract end date

20 February 2023

Contract type

Service contract

Procedure type

Restricted procedure (above threshold)

A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

No

Contract is suitable for VCSEs?

No

Description

Newark and Sherwood Homes are seeking to procure a Document Management System to support business operations.

It is envisaged that Newark and Sherwood Homes will award to a sole Contractor, responsible for the solution provision and ongoing technical support.

The Contract is due to commence in February 2018 for a period of five years with an option to extend for a further period of two years, contract term subject to satisfactory performance and mutual agreement.

The Company requires a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. The service requirements include providing ICT equipment, service and support for multiple sites and to our agile workforce, management of our servers and access to the internet via their firewall. We currently have approximately 140 users with 0.75TB of data. We are not intending to migrate all data to the new system, relevant current documents will be transferred in an appropriate manner. Our initial storage capacity usage is likely to be as low as 0.25TB and will expand as new data is created.
We are looking for a solution that will provide a suitable document storage area that will support enhanced capabilities from the existing Windows Server interface.

The Company will require assurance that the system can be tailored so it is bespoke to the Company's requirements and will ensure that all legal and Data protection requirements are fulfilled. Assurance will be required that the product will be supported for the duration of the contract with any software version upgrades to be included in the ITT pricing schedule.
The chosen supplier will be expected to deliver consultancy and support on appropriate configuration, best practice for delivering project aims, training and ongoing support to the Company implementation team/system leads as well as training and ongoing support to NSDC for system implementation and upgrades.
It is expected that the chosen supplier will have suitable proposed schedules for patch implementation and SLA's for technical support, supported by appropriate methods of logging issues such as email and telephone.

Newark and Sherwood Homes is a public limited company and has high integrity and data protection/security requirements. A key part of this process will be to ensure relevant controls, security and ethical standards are achieved. Solutions should support DPA and new GDPR data holding requirements.

The full technical specification requirements are detailed in the draft ITT documents.

More information

Previous notice about this procurement

Provision of a Document Management Systems 2018-23

  • Opportunity
  • Published 30 November 2017

Links

Award information

Awarded date

16 February 2018

Contract start date

27 February 2018

Contract end date

26 February 2023

Total value of contract

£0

This contract was awarded to 1 supplier.

M-Files Corporation

Address

1 St Andrews Hill
London
EC4V 5BY

Reference

None

Supplier is SME?

No

Supplier is VCSE?

No

About the buyer

Contact name

Kristin McIntosh

Address

Castle House, Great North Road
Newark
NG24 1BY
England

Email

kristin.mcintosh@nshomes.co.uk

Website

www.nshomes.co.uk