CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

The Development and Implementation of the Microsoft SharePoint Document Management Store

2.2

Description of the goods or services required

Caerphilly County Borough Council (the Council) is seeking tender bids to provide CCBC with support to develop the SharePoint platform available under our Microsoft Agreement. The Council have invested in Microsoft E5 licenses and are looking to utilise this investment to manage their information. The Council has rolled out the core components of the Microsoft Office productivity suite alongside Microsoft Teams. There are a small number of SharePoint sites currently in use.

The scope of the project is to implement SharePoint as a Microsoft cloud hosted solution for the Council’s document manage systems and document repositories. It is expected that SharePoint will replace document management systems and document repositories that are currently held on the Council’s local network drives. It is also expected as additional data repositories are hosted on the SharePoint platform, there will be a reduction in the requirement for local network drives at CCBC.

The contract will be split into three phases as follows:

Phase 1: Replace on Premise Network Drives

Phase 2: Migrate Files to SharePoint (optional)

Phase 3: Replace Existing Document Management Systems (optional)

Bidders shall note that Phase 1 needs to be delivered and invoiced by 31 March 2023.

The deadline for clarification questions is 12 noon on Friday 03 February 2023.

The deadline for tender responses is 12 noon on Thursday 09 February 2023.

Further information can be found in the specification in the Proactis portal e-tendering system.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=128570.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

In order for your bid to be considered organisations must confirm the following:

Please confirm your organisation can meet all aspects of the tender specification.

Please confirm your organisation will sign up to the Council's Third Party Access Agreement.

Please confirm your organisation will sign up to the Council's Data Protection Agreement (DPA)

Please confirm your organisation can deliver and invoice Phase 1 by 31 March 2023.

Please confirm your organisation will adhere to the Council's Terms and Conditions.

Bidders must answer Yes to all questions in order for their bid to be considered.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2394/23/JT

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Tenderers must express an interest in this tender by completing the following:

1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login

2.Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11).

3.Enter your correct Organisation Name, Details and Primary Contact Details.

4.Please make a note of the Organisation ID and User Name, then click ‘Register’.

5.You will then receive an email from the system asking you to follow a link to activate your account.

6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.

7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.

8.Buyer Selection. At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly to ensures that you will be alerted to all relevant opportunities.

9.Terms & Conditions. Read the terms & conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process.

Once you have agreed click on the blue arrow to move on to the next stage.

10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.

11.From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button.

12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.

13.Note the closing date for completion of the relevant project. To find all available documentation please dropdown the ‘Request Documents’ option and click to download all documents.

14.You can now either complete your response or ‘Decline’ this opportunity.

All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries via telephone/email.

Supplier guides are available via the portal and this contract notice detailing how to use the eTender system including for how to register on the e-tender portal.

If you require assistance please contact Jemma Ford 01443 863163 — fordj1@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.

(WA Ref:128570)

5.2

Additional Documentation

5.3

Publication date of this notice