Voluntary ex ante transparency notice
Directive 2009/81/EC
Section I: Contracting
authority
I.1) Name and addresses
Ministry of Defence - Defence Digital
MOD Corsham, Westwells Road
Corsham
SN13 9NR
UK
Contact person: Lee Fuller
E-mail: lee.fuller104@mod.gov.uk
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
Defence
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
electronic Records Management
II.1.2) Main CPV code
48311100
II.1.3) Type of contract
Supplies
II.1.4) Short description
Supply of Record Management System
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
8 349 416.79
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKK15
II.2.4) Description of the procurement
Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support
II.2.5) Award criteria
Criteria below:
Price
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
Negotiated procedure without publication of a contract notice
Justification for selected award procedure:
The products involved are manufactured purely for the purpose of research, experiment, study or development under the condition stated in the Directive (for supplies only)
Explanation:
Defence Digital, part of the UK Ministry of Defence, is issuing a VTN that it intends to award a three year contract to Micro Focus UK Ltd, to implement a new Records Management System for the Official Domain, to migrate extant records out of the existing systems and for the provision of an Application Maintenance and end user support service. The value of this requirement is £8,349,416.79 (ex VAT).
It is considered that this contract can be placed using the negotiated procedure without prior publication of a contract notice pursuant to Regulation 32(2)(b)(ii) of the UK Public Contracts Regulations 2015 for technical reasons.
This is because there is no reasonable substitute Records Management System (which will be based around Micro Focus UK Ltd’s Content Management software) that will meet the MoD’s key requirements of interoperability between Official and Secret Domains in terms of search functionality and will also allow for planned essential cloud optimisation to ensure enhanced security and environmental benefits are to be met.
Further, in terms of the support element of the proposed award, Micro Focus UK Ltd have the necessary technical know-how and expertise to meet the MoD’s requirements, including installing and migrating to a new Records Management System based around their proprietary software and it would be technically impracticable for a third- party supplier to carry out this support and ensure it aligns with the planned cloud optimisation. A third-party supplier even attempting to provide this support in these circumstances would result in disproportionate time delay and cost to the MoD.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
Section V: Award of contract/concession
Contract No: 703939450
Title: electronic Records Management
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
13/05/2022
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Micro Focus Software UK Ltd
The Lawn, 22-30 Old Bath Road
Newbury
RG14 1QN
UK
NUTS: UKJ11
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
8 349 416.79
GBP
V.2.5) Information about subcontracting
The contract/concession is likely to be subcontracted
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Ministry of Defence - Defence Digital, Hardware and Services
MOD Corsham, Westwells Road
Corsham
SN13 9NR
UK
VI.4.2) Body responsible for mediation procedures
Ministry of Defence - Defence Digital, Hardware and Services
MOD Corsham, Westwells Road
Corsham
SN13 9NR
UK
VI.5) Date of dispatch of this notice
13/05/2022