Provision of a New Collaboration and Contract management System

Tender description

The Coal Authority (TCA) wishes to appoint a contractor to provide a replacement NEC contract management tool to replace the tool currently in use. Additionally, the system should provide document sharing and document management functionality, and enable Coal Authority staff to work in a highly collaborative way with each other and colleagues from third party organisations. Lot 1: The Coal Authority (TCA) is an executive non-departmental public body, sponsored by the Department for Business, Energy and Industrial Strategy. The mission of The Coal Authority is to make a better future for people and the environment in mining areas. The Coal Authority have a growing portfolio of operational projects and assets, which require efficient and effective communication with suppliers. For example, one of the Coal Authority’s statutory duties is to deal with water pollution caused by mining. The Coal Authority’s Environment team fulfils this duty by building and operating Coal and Metal Mine Water Treatment Schemes with its contractors and suppliers using the NEC3 and NEC4 suite of contracts. The Coal Authority are therefore looking for an NEC contract management tool to replace the current tool. Additionally, the system should provide document sharing and document management functionality, and enable Coal Authority staff to work in a highly collaborative way with each other and colleagues from third party organisations. Our preference is to phase the go-live of the replacement system for various projects or users, based on relevant milestones in project life cycles and contract stage. This is to limit disruption to business areas. Therefore, it is expected that the implementation of the replacement system will run in parallel with the existing system for around a year. To meet this timescale, initiating system setup and configuration as soon as possible, post contract award, is important. There also will be data to migrate to the new system. The Coal Authority is seeking expertise within the tender to help it do this effectively. In line with it's project approach, data migration may be staggered or phased. During project implementation, the Coal Authority will be using the opportunity to revise and refine it's internal working practices, particularly around document management and would like to reflect this in the setup of the system. Records management is an important consideration, to enable information to be managed effectively and compliantly. For example, as a public authority, the Coal Authority is required to publish certain information and share requested information under the Freedom of Information Act 2000. To ensure TCA users are well equipped to take full advantage of the system and encourage full uptake, a suitable training offering, supported by materials for guidance and reference is also required. The Coal Authority have defined a set of minimum specific requirements to bring focus to our core business needs and to provide bidders with compliance guidance. If the minimum requirements are not met, the bid may be considered non-compliant.