Provision of a Document Management Systems 2018-23

Tender description

Newark and Sherwood Homes are seeking to procure a Document Management System to support business operations. It is envisaged that Newark and Sherwood Homes will award to a sole Contractor, responsible for the solution provision and ongoing technical support. The Contract is due to commence in February 2018 for a period of five years with an option to extend for a further period of two years, contract term subject to satisfactory performance and mutual agreement. The Company requires a Document Management System to operate on our existing Wintel server network which is provided and supported by Newark and Sherwood District Council. The service requirements include 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. It is expected that the chosen supplier will have suitable proposed schedules for patch implementation and SLA's for technical support, supported by appropriate methods of logging issues such as email and telephone. Newark and Sherwood Homes is a public limited company and has high integrity and data protection/security requirements. A key part of this process will be to ensure relevant controls, security and ethical standards are achieved. Solutions should support DPA and new GDPR data holding requirements. The full technical specification requirements are detailed in the draft ITT documents.