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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 ...

Voluntary ex ante transparency notice

Services

Directive 2014/24/EU

Section I: Contracting authority/entity

I.1)Name and addresses
Derby City Council
The Council House, Corporation Street
Derby
DE1 2FS
United Kingdom
Contact person: Andrew Grover
Telephone: +44 1332640768
E-mail:
NUTS code: UKF11

Internet address(es):

Main address: http://www.eastmidstenders.org

Address of the buyer profile: http://www.eastmidstenders.org

I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Corporate Electronic Data Records Management System (EDRMS).

Reference number: TD1295
II.1.2)Main CPV code
48311100
II.1.3)Type of contract
Services
II.1.4)Short 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.

II.1.6)Information about lots
This contract is divided into lots: no
II.1.7)Total value of the procurement (excluding VAT)
Value excluding VAT: 164 000.00 GBP
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
79996100
II.2.3)Place of performance
NUTS code: UKF11
Main site or place of performance:

Derby City.

II.2.4)Description of the procurement:

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.

II.2.5)Award criteria
II.2.11)Information about options
Options: yes
Description of options:

Three years duration with two options to extend by twelve months if required to ensure any potential change of EDRMS can be effectively managed without high risk to business continuity.

II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Award of a contract without prior publication of a call for competition in OJEU as the procurement falls outside the scope of application of the directive. The Council will observe a 10 day standstill period.

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Award of a contract without prior publication of a call for competition in the Official Journal of the European Union in the cases listed below
  • The procurement falls outside the scope of application of the directive
Explanation:

Award of a contract without prior publication of a call for competition in OJEU, as the procurement falls outside the scope of application of the directive. 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 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. The Council will observe a 10 day standstill period.

IV.1.3)Information about framework agreement
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

Section V: Award of contract/concession

Contract No: TD1295
Title:

Corporate Electronic Data Records Management System (EDRMS)

V.2)Award of contract/concession
V.2.1)Date of contract award decision:
15/08/2017
V.2.2)Information about tenders
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor/concessionaire
Open Text UK Limited
03148093
420 Thames Valley Park Drive, Reading, England
Reading
RG6 1PT
United Kingdom
NUTS code: UKF11

Internet address:http://www.opentext.com/

The contractor/concessionaire will be an SME: no
V.2.4)Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: 164 000.00 GBP
V.2.5)Information about subcontracting

Section VI: Complementary information

VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Derby City Council
Derby
United Kingdom
VI.4.2)Body responsible for mediation procedures
Derby City Council
Derby
United Kingdom
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

The Council will observe a 10 day standstill period.

VI.4.4)Service from which information about the review procedure may be obtained
Derby City Council
Derby
United Kingdom
VI.5)Date of dispatch of this notice:
15/08/2017