Document management system

Tender description

Newark and Sherwood Homes have procured a Document Management System to support business operations. The contract has been awarded to a sole Contractor, responsible for the solution provision and ongoing technical support. The contract has commenced for a period of 5 years with an option to extend for a further period of 2 years, contract term subject to satisfactory performance and mutual agreement. The Company required a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. Their service to us includes providing ICT equipment, service and support for multiple sites and to our agile workforce, management of our servers and access to the internet via their firewall. We currently have approximately 140 users with 0.75TB of data. We are not intending to migrate all data to the new system, relevant current documents will be transferred in an appropriate manner. Our initial storage capacity usage is likely to be as low as 0.25TB and will expand as new data is created. We are looking for a solution that will provide a suitable document storage area that will support enhanced capabilities from the existing Windows Server interface. The Company will require assurance that the system can be tailored so it is bespoke to the Company’s requirements and will ensure that all legal and Data protection requirements are fulfilled. Assurance will be required that the product will be supported for the duration of the contract with any software version upgrades to be included in the ITT pricing schedule. The chosen supplier will be expected to deliver consultancy and support on appropriate configuration, best practice for delivering project aims, training and ongoing support to the Company implementation team / system leads as well as training and ongoing support to NSDC for system implementation and upgrades.