Shaw Consulting: SARH EDM and / or Mobile Working Procurement

UK-Stafford: Software package and information systems.
Section I: Contracting Authority
      I.1) Name and addresses
             Stafford & Rural Homes
             The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside, Stafford, ST18 0WP, United Kingdom
             Tel. +44 1785216708, Email: andrew.beeston@sarh.co.uk
             Contact: Andrew Beeston & Jon Drummond
             Main Address: http://www.sarh.co.uk
             NUTS Code: UKG24
      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.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/delta/buyers/select/editTenderBox.html?id=208373237
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent electronically via https://www.delta-esourcing.com/respond/982ACR48US to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Housing and community amenities

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: SARH EDM and / or Mobile Working Procurement       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      48000000 - Software package and information systems.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: Stafford and Rural Homes (SARH) is the largest social landlord in Stafford. Created on 6 February 2006 to own and manage the former council housing stock owned by Stafford Borough Council (SBC), we own and manage over 6,000 homes across Stafford and the surrounding area. We also deliver a number of local Independent Living schemes and around 190 staff.

SARH are looking for a Mobile Working and Document Management System (DMS) solution which will transform the way the organisation currently works. The scope is this procurement is the provision and implementation of a mobile working and / or electronic document management system.       
      II.1.5) Estimated total value:
      Value excluding VAT: Not Provided       
      Currency: Not Provided
      II.1.6) Information about lots:
      This contract is divided into lots: Yes       
      Tenders may be submitted for: One lot only
      Maximum number of lots that may be awarded to one tenderer: 1
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Not provided

II.2) Description
II.2) Description Lot No. 1
      
      II.2.1) Title: The provision and implementation of a mobile working solution       
      Lot No: 1       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG24 Staffordshire CC
      
      II.2.4) Description of procurement: The vision for the project is to:
♣Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.
♣Provide a one stop shop for all customer contacts, with information available to all front facing staff.
♣Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.
♣To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers’ (and SARH’s) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.
1.1.1The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.
1.1.2To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH’s current business systems.
1.1.3When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: Yes       
      Description of renewals: Option for 2 x 2 year renewals at contract expiry
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       
II.2) Description Lot No. 2
      
      II.2.1) Title: Provision and implementation of an electronic document management system       
      Lot No: 2       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG24 Staffordshire CC
      
      II.2.4) Description of procurement: 1.1.1The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:
♣No document duplication.
♣Comply with legal and regulatory requirements to only retain documents needed.
♣Make documents accessible remotely.
♣Documents are secure, backed up and accessed by only those authorised
♣Documents electronic wherever possible
1.1.2The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.
1.1.3The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.
1.1.4The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.
1.1.5The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: Yes       
      Description of renewals: Option for 2 x 2 year renewals at contract expiry
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       
II.2) Description Lot No. 3
      
      II.2.1) Title: Provision and implementation of a mobile working solution and electronic document management system       
      Lot No: 3       
      II.2.2) Additional CPV codes:
      48000000 - Software package and information systems.
      
      II.2.3) Place of performance:
      UKG24 Staffordshire CC
      
      II.2.4) Description of procurement: Mobile Working
The vision for the project is to:
♣Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience.
♣Provide a one stop shop for all customer contacts, with information available to all front facing staff.
♣Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else.
♣To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers’ (and SARH’s) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact.
1.1.1The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems.
1.1.2To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH’s current business systems.
1.1.3When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected.
Document Management System
1.1.4The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives:
♣No document duplication.
♣Comply with legal and regulatory requirements to only retain documents needed.
♣Make documents accessible remotely.
♣Documents are secure, backed up and accessed by only those authorised
♣Documents electronic wherever possible
1.1.5The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system.
1.1.6The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable.
1.1.7The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc.
1.1.8The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 48       
      This contract is subject to renewal: Yes       
      Description of renewals: 2 * 2 Years
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


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:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

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    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 05/09/2016 Time: 09:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Duration in month(s): 6
      
      IV.2.7) Conditions for opening of tenders:
         Date: 06/09/2016
         Time: 09:00
         Place:
         SARH's office in Stafford
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Stafford:-Software-package-and-information-systems./982ACR48US

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/982ACR48US
   VI.4) Procedures for review
   VI.4.1) Review body:
             Stafford & Rural Homes
       The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside, Stafford, ST18 0WP, United Kingdom
       Tel. +44 1785216685
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
          Stafford & Rural Homes
       The Rurals, 1 Parker Court, Staffordshire Technology Park, Beaconside, Stafford, ST18 0WP, United Kingdom
       Tel. +44 1785216685
   VI.5) Date Of Dispatch Of This Notice: 01/07/2016

Annex A