Find a TenderAwarded

Published 5 May 2023, 11:54 BST

Official UK procurement notice

Provision of Electronic Document and Records Management (EDRM) System

Authority: Tai Tarian Ltd (Public body)

GoodsOpen procedureSME suitable

Sectors: Software Packages & ERP (48)IT Services & Software (72)Business Services & Consultancy (79) Delivery: Wales (UKL17)

Awarded value£478,870published contract · exc. VAT

Awarded 16 Mar 2022

Awarded to TSG

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, comprehensive and native to Microsoft Office 365 Electronic Document and Records Management (EDRM) System to include (but not be limited to):

Change Management support to ready our business for the change and embed the solution to become business as usual.
Implementation (where appropriate) of the new system into our business.
A training package for all Tai Tarian staff.
Migration and cleansing of documents from our file shares and existing system.

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

The lotProcurement structure

single lot · no lot value published

Lot #1Tai Tarian owns and manages approximately 9000 homes throughout the Neath Port Talbot…Awarded

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. 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.

The Contract will be awarded for a period of 5 years, with an option to extend for a further 5 x 1 year periods.

The system will be expected to support approximately 550 users.

Further information is included in the Invitation to Tender.

Delivery: Wales

48311000 Document management software package 72512000 Document management services 79996100 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: 60%Price: 40%

Published award criteria (2)

Quality: 60
Price: 40

What this means for your bid

Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

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: Awarded
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: Unspecified in notice
First published: 5 May 2023, 11:54 BST
Last source update: 5 May 2023, 11:54 BST
Authority reference: 942
FTS notice number: 2023/S 000-012930
Classification (CPV): Document management servicesDocument management software packageDocument management systemRecords management
Delivery area: Wales (UKL17)
Official registry OCID: ocds-h6vhtk-03c6a9 Find a Tender

Publisher note: (WA Ref:131365)

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £478,8701 contract exc. VAT

Bids received 51 from SMEs

Contracts signed 1latest 16 Mar 2022

Awarded to	Value	Date	Status
TSGSME	£478,870 †	—	Awarded

Contracts

Contract 012930-2023-942-1 · TSGSME
Signed
16 Mar 2022
Value
£478,870
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
5bids · 5 electronic · 5 from abroad	1	—	—

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

Dispute resolution & review bodies

High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice

TSG LtdAwarded supplier 1 Gosforth park, newcastle, newcastle, UK, NE128ET

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.