Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Historic England
The Engine House Fire Fly Avenue
Swindon
SN2 2EH
UK
E-mail: Procurement-HE@HistoricEngland.org.uk
NUTS: UK
Internet address(es)
Main address: https://historicengland.org.uk/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/historicengland/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Physical Records Management Digital Solution
Reference number: P/REF 00000265
II.1.2) Main CPV code
72310000
II.1.3) Type of contract
Services
II.1.4) Short description
Background1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electroni
II.1.5) Estimated total value
Value excluding VAT:
85 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48612000
72313000
72312000
72317000
72320000
72300000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
II.2.4) Description of the procurement
1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion.Objectives and Desired Outcomes4. Objectives of the work are:a. The contract with the successful supplier to implement and provide the digital solution commences April 2024.b. The solution is live by July 2024 and continues until April 2028.c. Support and operation of the solution is transitioned to business-as-usual by Septem-ber 2024.5. The outcomes that Historic England wishes to realise are:a. Physical records are managed using a solution with full original vendor support until at least April 2028.b. Historic England provides first and second-line support. The successful supplier will provide third-line support.c. Users are trained, familiar, and at ease with using the solution.d. The solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned.Scope6. Within the successful supplier’s scope in this engagement will be:a. A digital solution to manage physical records.b. Technical implementation of the solution.c. Migration of data from the legacy TRIM application to the new solution.d. Post-migration data validation.e. Provision of user guidance and any necessary training materials.f. Early-life support following release to live.g. Support for the solution for the duration of the contract period.7. Outside of the successful supplier’s scope of work will be any decommissioning of existing IT assets.Constraints8. Constraints on the solution are:a. The solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory.b. The successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract.c. Data must be hosted in the UK or European Economic Area only.Assumptions9. Assumptions made at this stage are:a. A commercial off-the-shelf solution will meet most of Historic England’s requirements, and all those marked as mandatory, with no, or minimal, modifications.b. Supplier support for implementation and operation will be available for the duration of the contract.c. Classification of information stored in the solution will be no higher than OFFICIAL-SENSITIVE and the successful supplier and solution will have suitable technical and procedural controls to protect this information (refer to appendix 4.3 for guidance).d. The successful supplier will, as part of their bid, offer a service to automate and man-age the migration of all required data from TRIM to the new solution, including post-migration validation of data.Technical & Delivery Strategy10. An ‘off the shelf’ software-as-a-service solution that benefits from standard service and support is preferred, if one can be found that satisfies all mandatory requirements. If a suitable off-the-shelf solution cannot be found, the next preferred option will be to modify an off-the-shelf product. Development of a bespoke software application, that would require special
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
Start:
01/04/2024
End:
31/03/2028
This contract is subject to renewal: No
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:
Yes
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
II.2.14) Additional information
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion.Objectives and Desired Outcomes4. Objectives of the work are:a. The contract with the successful supplier to implement and provide the digital solution commences April 2024.b. The solution is live by July 2024 and continues until April 2028.c. Support and operation of the solution is transitioned to business-as-usual by Septem-ber 2024.5. The outcomes that Historic England wishes to realise are:a. Physical records are managed using a solution with full original vendor support until at least April 2028.b. Historic England provides first and second-line support. The successful supplier will provide third-line support.c. Users are trained, familiar, and at ease with using the solution.d. The solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned.Scope6. Within the successful supplier’s scope in this engagement will be:a. A digital solution to manage physical records.b. Technical implementation of the solution.c. Migration of data from the legacy TRIM application to the new solution.d. Post-migration data validation.e. Provision of user guidance and any necessary training materials.f. Early-life support following release to live.g. Support for the solution for the duration of the contract period.7. Outside of the successful supplier’s scope of work will be any decommissioning of existing IT assets.Constraints8. Constraints on the solution are:a. The solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory.b. The successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract.c. Data must be hosted in the UK or European Economic Area only.Assumptions9. Assumptions made at this stage are:a. A commercial off-the-shelf solution will meet most of Historic England’s requirements, and all those marked as mandatory, with no, or minimal, modifications.b. Supplier support for implementation and operation will be available for the duration of the contract.c. Classification of information stored in the solution will be no higher than OFFICIAL-SENSITIVE and the successful supplier and solution will have suitable technical and procedural controls to protect this information (refer to appendix 4.3 for guidance).d. The successful supplier will, as part of their bid, offer a service to automate and man-age the migration of all required data from TRIM to the new solution, including post-migration validation of data.Technical & Delivery Strategy10. An ‘off the shelf’ software-as-a-service solution that benefits from standard service and support is preferred, if one can be found that satisfies all mandatory requirements. If a suitable off-the-shelf solution cannot be found, the next preferred option will be to modify an off-the-shelf product. Development of a bespoke software application, that would require special
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open 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.2.2) Time limit for receipt of tenders or requests to participate
Date:
01/03/2024
Local time: 23:59
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
01/03/2024
Local time: 23:59
Place:
Suppliers interested in this opportunity should register at https://in-tendhost.co.uk/historicengland/aspx/Home in order to express interest and download documentation.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
Historic England
Swindon
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
VI.5) Date of dispatch of this notice
02/02/2024