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UK-London: document management software development services

Request For Proposals

General Information
Country:   United Kingdom
City/Locality:   LONDON
Notice/Contract Number:   eu:217752-2010
Publication Date:   Mar 31, 2011
Deadline:   Aug 11, 2010
Buyer:   SOUTHERN HOUSING GROUP LTD
Original Language:   English

Contact Information
Address:   SOUTHERN HOUSING GROUP LTD
LONDON, SOUTH EAST (ENGLAND)
United Kingdom

Goods, Works and Services

 

Summary

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Notice type: 01323 - Contract notice
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 141/2010, #217752-2010
Contract Nature: Service contract
Procedure Type: Accelerated restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender


Update: Jul 28, 2010


Notice type: 013EA - Additional information
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 144/2010, #221017-2010
Referenced Document Number: 217752-2010
Contract Nature: Service contract
Procedure Type: Accelerated restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender


Update: Mar 31, 2011


Notice type: 013EC - Additional information
Regulation of Procurement: European Communities, with participation by GPA countries
EU Official Journal Publication: 63/2011, #101266-2011
Referenced Document Number: 217752-2010
Contract Nature: Service contract
Procedure Type: Accelerated restricted procedure
Type of Bid Required: Global tender
Awarding Criteria: The most economic tender

Original Text

      view in:

CONTRACT NOTICE
Services
SECTION I: CONTRACTING AUTHORITY
I.1) NAME, ADDRESSES AND CONTACT POINT(S)
Southern Housing Group Ltd
Fleet House, 59-61, Clerkenwell Road
Contact: Procurement
Attn: Daniela Tidu
EC1M 5LA London
UNITED KINGDOM
Tel. +44 2070178554
E-mail: contracts@shgroup.org.uk
Fax +44 2075536404
Internet address(es)
General address of the contracting authority www.shgroup.org.uk
Address of the buyer profile
http://www.shgroup.org.uk/AboutUs/Partner-With-Us/Procurement-Opportunities/
Further information can be obtained at: As in above-mentioned contact
point(s)
Specifications and additional documents (including documents for
competitive dialogue and a dynamic purchasing system) can be obtained at:
As in above-mentioned contact point(s)
Tenders or requests to participate must be sent to: As in above-mentioned
contact point(s)
I.2) TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES
Body governed by public law
Housing and community amenities
The contracting authority is purchasing on behalf of other contracting
authorities Yes
SECTION II: OBJECT OF THE CONTRACT
II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority
Electronic file management and workflow system (EDMS).
II.1.2) Type of contract and location of works, place of delivery or of
performance
Services
Service category: No 7
Main place of performance Spire Court, Horsham RH12 1JW & Fleet House,
London EC1M 5LA, UNITED KINGDOM.
NUTS code UKJ
II.1.3) The notice involves
A public contract
II.1.5) Short description of the contract or purchase(s)
The finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
The Supplier shall:
— Deliver a suitable application to be installed on the Group’s network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works. for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.
II.1.6) Common procurement vocabulary (CPV)
72212311, 72212310, 72212318, 72212328, 72212780, 72212782, 48318000,
48613000
II.1.7) Contract covered by the Government Procurement Agreement (GPA)
Yes
II.1.8) Division into lots
No
II.1.9) Variants will be accepted
Yes
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope
The finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
The Supplier shall:
— Deliver a suitable application to be installed on the Group’s network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works, for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.
Excluding VAT
Range between 162 000 and 270 000 GBP
II.2.2) Options
Yes
description of these options: Initial 3 year contract with an option for
two one year extensions based on performance, costs review and
circumstances of Southern Housing Group business.
provisional timetable for recourse to these options: in months: 36 (from
the award of the contract)
Number of possible renewals 2
in the case of renewable supplies or service contracts, estimated
timeframe for subsequent contracts: in months: 24 (from the award of the
contract)
II.3) DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION
Duration in months: 60 (from the award of the contract)
SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION
III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.1) Deposits and guarantees required
Participants will be advised as necessary during the procurement process.
Parent company and/or guarantees of performance and financial liability
may be required, if considered appropriate.
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.1.2) Main financing conditions and payment arrangements and/or
reference to the relevant provisions regulating them
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.1.3) Legal form to be taken by the group of economic operators to
whom the contract is to be awarded
One member of any grouping/ consortium of suppliers will be required to
accept prime contractorship.
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.1.4) Other particular conditions to which the performance of the
contract is subject
Yes
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.2) CONDITIONS FOR PARTICIPATION
III.2.1) Personal situation of economic operators, including requirements
relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if requirements are
met: (1) Any candidate found to be guilty of serious misrepresentation in
providing any information required, may be declared ineligible and not
selected to continue with this procurement process.
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.2.2) Economic and financial capacity
Information and formalities necessary for evaluating if requirements are
met: For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
Minimum level(s) of standards possibly required Require minimum of 5M GBP
insurance cover for employer's liability, 1 000 000 GBP insurance cover
public liability insurance and 1 000 000 GBP insurance cover professional
indemnity insurance.
Require minimum of 270 000 GBP p/a turnover.
"Higher than average risk of business failure" (or worse) financial report
rating will not be acceptable.
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.2.3) Technical capacity
Information and formalities necessary for evaluating if requirements are
met:
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
Minimum level(s) of standards possibly required
For further details please see PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.2) Legal entities should indicate the names and professional
qualifications of the staff responsible for the execution of the service
Yes
SECTION IV: PROCEDURE
IV.1) TYPE OF PROCEDURE
IV.1.1) Type of procedure
Accelerated restricted
Justification for the choice of accelerated procedure: The procurement of
these services will boost the economy through rapid execution of the
contract. This is in line with the European Court decision at IP/08/2040
Europa Press Release date 19.12.2008.
IV.1.2) Limitations on the number of operators who will be invited to
tender or to participate
Envisaged minimum number 5 maximum number 7
Objective criteria for choosing the limited number of candidates: As per
the PQQ document at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
IV.2) AWARD CRITERIA
IV.2.1) Award criteria
The most economically advantageous tender in terms of the criteria stated
in the specifications, in the invitation to tender or to negotiate or in
the descriptive document
IV.2.2) An electronic auction will be used
No
IV.3) ADMINISTRATIVE INFORMATION
IV.3.3) Conditions for obtaining specifications and additional documents
Time limit for receipt of requests for documents or for accessing
documents 11.8.2010
IV.3.4) Time-limit for receipt of tenders or requests to participate
11.8.2010 - 13:00
IV.3.5) Date of dispatch of invitations to tender or to participate to
selected candidates
8.10.2010
IV.3.6) Language(s) in which tenders or requests to participate may be
drawn up
English.
SECTION VI: COMPLEMENTARY INFORMATION
VI.1) THIS IS A RECURRENT PROCUREMENT
Yes
estimated timing for further notices to be published: Contract is three
plus two years. Estimate further notice to be published March 2016.
VI.3) ADDITIONAL INFORMATION
The PQQ document is available at
http://www.southernhousinggroup.co.uk/en/AboutUs/Partner-With-Us/Procurement-Opportunities/.
All expressions of interest must be communciated as per the details in the
PQQ at the above web address. Any expressions that are not communicated as
per the PQQ document may not be recieved and may therefore be disregarded.
Southern Housing Group Ltd reserve the right to discontinue the
procurement process at any time which shall include the right not to award
a contract and does not bind itself to accept the lowest bid or any
tender/PQQ receieved.
Southern Housing Group Ltd shall not be liable for any cost or expense
incurred by any candidate or tenderer in connection with the completion
and return information requested in this contract notice or in the
completion or submission of any PQQ or tender.
The Purchasing Authority is acting on behalf of the following
organisations:
All current and future subsidiaries of Southern Housing Group Ltd
(including SHGL, JBHA, SWHA, SDSL, Southern Space, SHHO, etc) will be able
to sign a contract, have use of an existing contract and/or have an
existing contract assigned to them.
(MT Ref:78321).
VI.4) PROCEDURES FOR APPEAL
VI.4.2) Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contracting
Authority will incorporate a minimum 10 calendar day standstill period at
the point information on the award of the contract is communicated to
Tenderers. This period allows unsuccessful Tenderers to seek further
debriefing from the Contracting Authority before the contract is entered
into. Applicants have 2 working days from the notification of the award
decision to request additional debriefing and that information has to be
provided a minimum of 3 working days before the expiry of the standstill
period. Such additional information should be requested from the address
in section 1.1. If an appeal regarding the award of a contract has not
been successfully resolved, the Public Contracts Regulations 2006 provide
for aggrieved parties who have been harmed or are at risk of harm by a
breach of the rules to take action in the High Court (England, Wales and
Northern Ireland). Any such action must be brought promptly.
VI.5) DATE OF DISPATCH OF THIS NOTICE:
21.7.2010




Southern Housing Group Ltd, Fleet House, 59-61, Clerkenwell Road,
Procurement, attn: Daniela Tidu, UNITED KINGDOM-EC1M 5LA, London. Tel. +44
2070178554. E-mail: contracts@shgroup.org.uk. Fax +44 2075536404.
(Supplement to the Official Journal of the European Union, 23.7.2010,
2010/S 141-217752)
Instead of:
II.1.5) Short description of the contract or purchase(s):
The finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
The supplier shall:
— Deliver a suitable application to be installed on the Group’s network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works. for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.
II.2.1) Total quantity or scope:
The finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
The supplier shall:
— Deliver a suitable application to be installed on the Group’s network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works, for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.
Read:
II.1.5) Short description of the contract or purchase(s):
The Finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
Please note that the solution needs to have flexibility beyond Open
Accounts/ eBIS and scalability so as to be used as a corporate document
management system.
The supplier shall:
— Deliver a suitable application to be installed on the Group's network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works. for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.
II.2.1) Total quantity or scope:
The Finance team at Southern Housing Group require a scanning system that
will enhance the improvements to the purchasing system that the new eBis
purchasing system has provided. A scanning system using up-to-date
technology would allow invoices to be scanned at the point of entry into
the organisation, with automatic registration of the invoices into
OpenAccounts and provide immediate access to the invoice image for anyone
who needs to see it, without having to request this from the purchase
ledger team.
Please note that the solution needs to have flexibility beyond Open
Accounts/ eBIS and scalability so as to be used as a corporate document
management system.
The supplier shall:
— Deliver a suitable application to be Installed on the Group's network as
outlined in the project deliverables,
— Provide consultancy and guidance to the Group, in line with our
deliverables for the project and be aware of and take into account the
legal frameworks within which the Group works. for example, the Data
Protection Act,
— Provide product documentation to aid in the set up and on-going support
of the system.




Southern Housing Group Ltd, Fleet House, 59-61, Clerkenwell Road,
Procurement, attn: Daniela Tidu, UNITED KINGDOM-EC1M 5LALondon. Tel. +44
2070178554. E-mail: contracts@shgroup.org.uk. Fax +44 2075536404.
(Supplement to the Official Journal of the European Union, 23.7.2010,
2010/S 141-217752)Incomplete procedureThe awarding procedure has been
discontinued.
Please note that this notice is for your information only.
We try our best to have the most accurate and up-to-date information available on our web site, but we cannot guarantee that all of the information provided is error-free.
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