Document management system

Tender description

Derby City Council intends to contract with Open Text UK Ltd for a new contract to replace its existing agreement for the provision of an Electronic Document and Records Management Solution. The council has published this VEAT notice and intends to award a contract to Open Text UK following a 10 day standstill period from this notice. Derby City Council currently has a contract for their corporate Electronic Document and Records Management System (EDRMS), a line of business application used to track and store electronic documents across the organisation and support a number of workflow processes and records management polices. It is integrated with numerous other corporate line of business applications and the Council requires support whilst other systems are replaced and updated until such time any potential change of EDRMS can be effectively managed without high risk to business continuity. The council is proposing to contract with Open Text UK Ltd to provide support and maintenance of the corporate EDRMS as the company are, as the developers and owners, the only provider able to support this proprietary product. The Council own perpetual licenses for this system and the new contract will allow support and maintenance of the existing investment and include the option to purchase additional licenses or EDRMS related products. Support and future development of the system is essential to meet the needs of major Enterprise Resource Planning and digital projects. Integrations with the corporate EDRMS solution are vital to the delivery of efficiency and benefits of these. A change of product at the current time would have a major impact on these programmes of work. It is proposed to directly award a contract to Open Text UK Ltd without prior publication of a call for competition in the official journal of the European Union. In taking this route to market the Council hereby issue this VEAT notice. The contract term will be three years with two optional one year extensions if required.