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Notice Summary

United Kingdom-Perth: Document Management System Implementation
398705-2019
Caledonia Housing Association
23 August 2019
04 September 2019
Contract Notice - Restricted Procedure
No

Notice Abstract

Document management system.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity

I.1) Name and addresses

Caledonia Housing Association

5 South St. John's Place

Perth

PH1 5SU

UK

Contact person: Mark Johnson

Telephone: +44 8006781228

E-mail: markjohnson@tullitec.com

NUTS: UKM

Internet address(es)

Main address: www.caledoniaha.co.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA17204

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

Access to the procurement documents is restricted. Further information can be obtained at:

www.publiccontractsscotland.gov.uk


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

www.publiccontractsscotland.gov.uk


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

Document Management System Implementation

Reference number: CHAP005

II.1.2) Main CPV code

48920000

 

II.1.3) Type of contract

Services

II.1.4) Short description

Document management system.

II.1.5) Estimated total value

Value excluding VAT: 100 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48780000

II.2.3) Place of performance

NUTS code:

UK


Main site or place of performance:

Dundee, SCOTLAND.

II.2.4) Description of the procurement

Supply, configure and implement an electronic group wide document management system.

The document management system will be used to scan, index and store documents from tenants and stakeholders as well as internally generated documents. It will have a workflow solution which will allow documents to be passed to relevant teams to process and respond to correspondence with appropriate sign off. It needs to integrate with the back office processing system, Aareon QL.

The requirements are split into the following categories:

— core systems,

— scanning, indexing, and document imaging,

— templating/data forms,

— workflow,

— reporting,

— data retention and disposal,

— migration.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 60

Price / Weighting:  40

II.2.6) Estimated value

Value excluding VAT: 100 000.00 GBP

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:

Ongoing subject to performance.

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5

Objective criteria for choosing the limited number of candidates:

ESPD assessment.

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

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

IV.1.8) Information about 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:

2019/S 136-335189

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 04/09/2019

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 11/09/2019

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic payment will be used

VI.3) Additional information

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland website at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=594170

The buyer has indicated that it will accept electronic responses to this notice via the postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:594170)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=594170

VI.4) Procedures for review

VI.4.1) Review body

Caledonia Housing Association

5 South St. John's Place

Perth

PH1 5SU

UK

Telephone: +44 8006781228

E-mail: markjohnson@tullitec.com

Internet address(es)

URL: www.caledoniaha.co.uk

VI.5) Date of dispatch of this notice

22/08/2019