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Published 20 Sept 2021, 14:44 BST

Official UK procurement notice

Provision of Electronic Document and Records Management (EDRM) System

Official notice

Authority: Tai Tarian Ltd (Public body)

GoodsOpen procedure
Sectors: Software Packages & ERP (48)IT Services & Software (72)Business Services & Consultancy (79) Delivery: Wales (UKL17)
Budget not disclosedValue not published
Submissions closed 8 Oct 2021

What is being bought

Published requirement description

As part of its transformation plan, Tai Tarian is seeking to issue a Contract for the provision of a full and comprehensive Electronic Document and Records Management (EDRM) System.

Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot region and employs approximately 550 staff. There are multiple documents relevant to every property, tenancy and employee that need to be stored and maintained in accordance with internal and statutory data storage regulations.

The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Housing, QL Finance and Jane HR) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft products including MS 365. The solution must allow for easy storage and retrieval of documents, including the ability to store and access documents via mobile devices from any location.

CPV: Document management services · Document management software package · Document management system · Records management

The lotProcurement structure

single lot · no lot value published
Lot #1CancelledRenewal
Delivery: Wales
Extensions: The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods.Variant bids: not allowed
48311000 Document management software package72512000 Document management services79996100 Records management

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 100%
Published sub-criteria (1)
  • as per procurement docs: 100%
Published award criteria (2)
  • as per procurement docs: 100
  • Price: 0
Staff
Names and qualifications of delivery staff must be submitted

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Goods
Notice status
Cancelled
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
20 Sept 2021, 14:44 BST
Last source update
2 Dec 2021, 16:25 GMT
Award evaluation window
28 Sept 2021 – …
Authority reference
927
FTS notice number
2021/S 000-029991
Classification (CPV)
Document management servicesDocument management software packageDocument management systemRecords management
Delivery area
Wales (UKL17)
Official registry OCID
ocds-h6vhtk-02cde9 Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic payment

Publisher note: (WA Ref:116409)

How it was run

Official notice
Run through: Sell2Wales · Who buys & how to bid on Sell2Wales
Supplier login requiredLanguage: EN
Access & registration note: Free Wales registration; eTenderWales runs on Jaggaer
Submission deadline
8 Oct 2021, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
120 days from the deadline
Bids opened
28 Sept 2021, 13:00 BST
Detailed submission instructions & authority contactsFrom official release

www.sell2wales.gov.wales ↗

Timeline

28 Sept 2021 → 2 Dec 2021 · 3 dates
  1. Bids opened
    28 Sept 2021, 13:00 BST
  2. Submission deadline
    8 Oct 2021, 12:00 BST
  3. Notice published
    2 Dec 2021, 16:25 GMT

Notice history

2 events · 3 releases on Find a Tender · since 20 Sept 2021
  1. Deadline moved to 8 Oct 2021, 12:00 BST
    20 Sept 2021, 14:44 BST
    +10 days · was 28 Sept 2021, 12:00 BST
  2. Status changed to cancelled
    2 Dec 2021, 16:25 GMT
Published amendments (1 · 1 deadline change)
WhenWhatBeforeAfterShift
—DeadlineTime limit · IV.2.228 Sept 20218 Oct 2021+10 d
—Bid openingConditions for opening of tenders · IV.2.728 Sept 20218 Oct 2021+10 d

Due to a review of transformation projects currently being carried out in Tai Tarian, we have decided to change the procurement timetable for this project. We have therefore extended the Return Date for tender submissions to Friday 8th October 2021, to allow interested bidders more time to submit their bids. An updated ITT will be published with a new Indicative Timetable shortly.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1

1 further award records carry no date or value.

Contracting authority & participating public bodies

Tai Tarian Ltd

Contracting authorityPublic bodyBody governed by public lawHousing and community amenities Ty Gwyn, Brunel Way, Baglan Energy Park, Neath, UK, SA11 2FPContact email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High CourtReview body LondonContact phone

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria