Stonewater Limited : Electronic Document Management System

UK-Leicester: Document management software package.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       Stonewater Ltd
       Suite C, Lancaster House, Grange Business Park, Enderby Road, Leicester, LE8 6EP, United Kingdom
       Email: Charles.Brooks@3cconsultants.co.uk
       Contact: Charles Brooks
       Main Address: www.stonewater.org, Address of the buyer profile: www.stonewater.org
       NUTS Code: UK

   I.2) Joint procurement:
      The contract involves joint procurement: No          
      In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
      The contract is awarded by a central purchasing body: No

   I.4)Type of the contracting authority:
      Other type:: Housing and community amenities

   I.5) Main activity:
      Housing and community amenities

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: Electronic Document Management System            
      Reference number: 1138-18-S

      II.1.2) Main CPV code:
         48311000 - Document management software package.


      II.1.3) Type of contract: SERVICES

      II.1.4) Short description: Stonewater has been using the Castleton Electronic Document Management (EDM), ePost and Purchase to Pay (P2P) solution since 2012. The contract is now up for renewal. Stonewater wishes to tender for the same scope of functionality within ideally one system.

      II.1.6) Information about lots
         This contract is divided into lots: No
            
      II.1.7) Total value of the procurement (excluding VAT)
          Lowest offer: 885,928 / Highest offer:2,419,375         
         Currency:GBP            

   II.2) Description

      II.2.2) Additional CPV code(s):
            48311100 - Document management system.
            72212311 - Document management software development services.


      II.2.3) Place of performance
      Nuts code:
      UK - UNITED KINGDOM
   
      Main site or place of performance:
      UNITED KINGDOM
             

      II.2.4) Description of the procurement: Project Objectives and Scope
Stonewater's key priorities for this and other systems and in the use of use of technology are as follows:
■The delivery of on-line and enhanced digital technology to increase customer satisfaction and drive down transactional operating costs
■Transforming back-office processes using digital automation to reduce costs and increase efficiency
■Enhancing information management practices to achieve better performance insights from Stonewater’s data and information assets
The e desired outcome will provide functionality that is used to
■Manage all house and customer files; and, also, is used for development files, including integration to the Housing Management system to automatically file ‘system generated’ letters.
■Manage all incoming post (E-post), scanning it and distributing it to the relevant users.
■Operate the invoice approval system, which integrates with the Housing Management System and Finance System is used to manage incoming invoices and the approval process leading to payment.
■Manage all documentation that is generated and maintained through self-service offering.
■Manage all shared documentation through organisation on one platform.

      II.2.5) Award criteria:
      Quality criterion - Name: Specification / Weighting: 50
      Quality criterion - Name: User Experience / Weighting: 20
                  
      Cost criterion - Name: Cost / Weighting: 30
            

      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: Not Provided


Section IV: Procedure

IV.1) Description

   IV.1.1)Type of procedure: Open


   IV.1.3) Information about a framework agreement or a dynamic purchasing system
      The procurement involves the establishment of a framework agreement: No       
      

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   IV.1.8) Information about the 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 OJEU: 2018/S 86-193649
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: 1138-18-S    
   Lot Number: Not Provided    
   Title: Not Provided

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 23/09/2018

      V.2.2) Information about tenders
         Number of tenders received: 4
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: 4          
         Number of tenders received by electronic means: Not Provided

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             Blacklight Software Ltd, Unit 4 South Park Way
             Jct 41 Bus Park, Wakefield, Wakefield, WF2 0XJ, United Kingdom
             NUTS Code: UK
            The contractor is an SME: Yes

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: Not Provided          
         Lowest offer: 885,928 / Highest offer: 2,419,375
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   VI.3) Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=349911732

   VI.4) Procedures for review

      VI.4.1) Review body
          Stonewater Ltd
          Suite C, Lancaster House, Grange Business Park, Enderby Road, Whtestone, Leicester, LE8 6EP, United Kingdom

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 05/10/2018