II.2.2) Additional CPV code(s)
48613000
II.2.3) Place of performance
NUTS code:
UKE
II.2.4) Description of the procurement
Accent Housing Limited want to deploy an Electronic Document and Records Management System (EDRM) throughout the organisation. We are currently using the MIS ActiveH Housing Management System, Unit 4 Business World On! Finance Management System and Access HR Self Service systems. We are also in the process of introducing a new Customer Self-Service solution within our website that will be managed via Umbraco Content Management System.
As a minimum, this contract will be to supply, install, implement, support, maintain and develop all the software and related services to provide Accent Housing Limited with a new Electronic Document and Records Management system.
The procurement phase of the project is scheduled to be completed by 1.8.2018. The implementation will commence in August 2018 with Phase 1 Self Service in place fully completed by October 2018. Phase 2 will commence shortly thereafter and is to be completed by March 2019. Suppliers will be required to commit to meeting these timescales as part of their tender response.
For ease of categorisation and planning the project is divided into 2 main phases:
Phase 1: Client Facing Functionality:
The objective is to give residents a 360o view of information relating to their tenancy and their home — EDRM is the vehicle that will be used to capture, store, manage and present the documents, images and other media to the customer via the website.
As a minimum, this phase will deliver to following components:
— a base Electronic Document and Records Management (EDRM) System,
— integration to Umbraco Digital Self-Service (supplied by Prodo Digital) website,
— enhanced “Google style” search capabilities — this may or may not contain AI.
Phase 2: Colleague Facing:
This phase will deliver functionality to support front line housing officers, surveyors and office based staff accessing customer documents and supplementary information and the sharing of documents and records for back office, corporate information, full search capabilities, remote access from different devices further systems and Intranet integration. It should be available both via Accent’s LAN/WAN and remotely over the internet via a secure tunnel. Phase 2 of EDRM is to be completed by March 2019.
Guiding Principles:
To set the overall context, we are looking for a system that:
— is simple to use,
— makes it easy to accurately upload and easily categorise documents,
— permits AD single sign on and yet is secure on mobile devices,
— has accurate and fast search functionality with an attractive intuitive UI,
— is device agnostic,
— is location independent (subject to 3G or better coverage),
— has managed, automated and auditable retention and deletion functionality,
— is capable, in the future, of integrating with other technologies such as AI, synthetic voice I/O and GIS to deliver geo-aware information for colleagues contextual to their role,
— allows for certain types of documents to have workflows easily applied,
— supports the linking (1 to 1 and 1 to many) of Videos / Photos to properties — helpful information can be provided to residents (How to, Gas / Electric / Water, etc.),
— permits contextual document searches for both residents and colleagues searchable via a universal search (stored as wiki pages or documents on an intranet),
— facilitates prompt accurate Subject Access Requests (GDPR compliance),
— allows Professional Privilege (i.e. legal) documents to be safely stored with appropriate highly restricted access controls,
— integrates very closely with Microsoft SharePoint 2016 On Premise.
Whilst the above features and functions are not all absolutes, they do indicate Accent’s direction of travel and set the bar for the level of innovation and excellence we are looking for.
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: 36
This contract is subject to renewal: Yes
Description of renewals:
Subject to a 12 month extension at the purchasers discretion.
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