The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.delta-esourcing.com/delta/buyers/select/editTenderBox.html?id=208373237
II.1.1) Title
SARH EDM and / or Mobile Working Procurement.
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Services
II.1.4) Short description
Stafford and Rural Homes (SARH) is the largest social landlord in Stafford. Created on 6.2.2006 to own and manage the former council housing stock owned by Stafford Borough Council (SBC), we own and manage over 6 000 homes across Stafford and the surrounding area. We also deliver a number of local Independent Living schemes and around 190 staff.
SARH are looking for a Mobile Working and Document Management System (DMS) solution which will transform the way the organisation currently works. The scope is this procurement is the provision and implementation of a mobile working and / or electronic document management system.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for one lot only
Maximum number of lots that may be awarded to one tenderer: 1
Lot No: 1
II.2.1) Title
The provision and implementation of a mobile working solution
II.2.2) Additional CPV code(s)
48000000
II.2.3) Place of performance
NUTS code:
UKG24
Main site or place of performance:
Staffordshire CC.
II.2.4) Description of the procurement
The vision for the project is to:
-Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.
-Provide a one stop shop for all customer contacts, with information available to all front facing staff.
-Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.
-To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers' (and SARH's) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.
1.1.1The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.
1.1.2To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH's current business systems.
1.1.3When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
Option for 2 x 2 year renewals at contract expiry.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 2
II.2.1) Title
Provision and implementation of an electronic document management system
II.2.2) Additional CPV code(s)
48000000
II.2.3) Place of performance
NUTS code:
UKG24
Main site or place of performance:
Staffordshire CC.
II.2.4) Description of the procurement
1.1.1 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:
-No document duplication.
-Comply with legal and regulatory requirements to only retain documents needed.
-Make documents accessible remotely.
-Documents are secure, backed up and accessed by only those authorised
-Documents electronic wherever possible
1.1.2The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.
1.1.3The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.
1.1.4The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.
1.1.5The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
Option for 2 x 2 year renewals at contract expiry.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 3
II.2.1) Title
Provision and implementation of a mobile working solution and electronic document management system
II.2.2) Additional CPV code(s)
48000000
II.2.3) Place of performance
NUTS code:
UKG24
Main site or place of performance:
Staffordshire CC.
II.2.4) Description of the procurement
Mobile Working
The vision for the project is to:
-Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.
-Provide a one stop shop for all customer contacts, with information available to all front facing staff.
-Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.
-To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers' (and SARH's) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.
1.1.1 The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.
1.1.2 To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH's current business systems.
1.1.3 When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.
Document Management System
1.1.4 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:
-No document duplication.
-Comply with legal and regulatory requirements to only retain documents needed.
-Make documents accessible remotely.
-Documents are secure, backed up and accessed by only those authorised
-Documents electronic wherever possible
1.1.5 The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.
1.1.6 The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.
1.1.7 The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.
1.1.8 The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
2 * 2 Years.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Stafford:-Software-package-and-information-systems./982ACR48US
GO Reference: GO-201671-PRO-8434057.