Contract award notice
Results of the procurement procedure
Section I: Contracting
authority
I.1) Name and addresses
Newark and Sherwood Homes Ltd
Castle House, Great North Road
Newark
NG24 1BY
UK
Contact person: Kristin McIntosh
Telephone: +44 8452585550
E-mail: kristin.mcintosh@nshomes.co.uk
NUTS: UK
Internet address(es)
Main address: www.nshomes.co.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of Document Management System 2018-23
II.1.2) Main CPV code
48311100
II.1.3) Type of contract
Services
II.1.4) Short description
Newark and Sherwood Homes have procured a Document Management System to support business operations.
The contract has been awarded to a sole Contractor, responsible for the solution provision and ongoing technical support.
The contract has commenced for a period of 5 years with an option to extend for a further period of 2 years, contract term subject to satisfactory performance and mutual agreement.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Lowest offer:
145 000.00
EUR/ Highest offer:
237 000.00
EUR
II.2) Description
II.2.2) Additional CPV code(s)
48311000
72512000
79131000
II.2.3) Place of performance
NUTS code:
UKF15
Main site or place of performance:
Within the Newark and Sherwood District, Nottinghamshire.
II.2.4) Description of the procurement
The Company required a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. Their service to us includes 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.
II.2.5) Award criteria
Quality criterion: Solution proposal
/ Weighting: 20
Quality criterion: Method statements
/ Weighting: 10
Quality criterion: User testing
/ Weighting: 25
Quality criterion: Presentation
/ Weighting: 10
Price
/ Weighting:
35
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
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.8) Information about 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
Notice number in the OJ S:
2017/S 232-483876
Section V: Award of contract
Title: Provision of Document Management System 2018-23
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
16/02/2018
V.2.2) Information about tenders
Number of tenders received: 13
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
M-Files Corporation
1 St Andrews Hill
London
EC4V 5BY
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
Lowest offer:
145 000.00
GBP
/ Highest offer:
237 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Royal Courts of Justice
The Strand
London
WC2A 2LL
UK
VI.4.2) Body responsible for mediation procedures
Royal Courts of Justice
The Strand
London
WC2A 2LL
UK
VI.4.4) Service from which information about the review procedure may be obtained
The Cabinet Office
Whitehall
London
SW1A 2AS
UK
VI.5) Date of dispatch of this notice
11/04/2018