Document Management System for H&SC

{
  "awards": [
    {
      "aboveThreshold": true,
      "contractPeriod": {
        "endDate": "2028-03-31T23:59:59+01:00",
        "maxExtentDate": "2030-03-31T23:59:59+01:00",
        "startDate": "2025-04-01T00:00:00+01:00"
      },
      "documents": [
        {
          "datePublished": "2025-03-31T15:16:55+01:00",
          "description": "Transparency notice on Find a Tender",
          "documentType": "awardNotice",
          "format": "text/html",
          "id": "012047-2025",
          "noticeType": "UK5",
          "url": "https://www.find-tender.service.gov.uk/Notice/012047-2025"
        }
      ],
      "hasRenewal": true,
      "id": "1",
      "items": [
        {
          "additionalClassifications": [
            {
              "description": "Information technology services",
              "id": "72222300",
              "scheme": "CPV"
            }
          ],
          "deliveryAddresses": [
            {
              "country": "GB",
              "countryName": "United Kingdom",
              "region": "UKI51"
            }
          ],
          "id": "1",
          "relatedLot": "1"
        }
      ],
      "mainProcurementCategory": "services",
      "milestones": [
        {
          "dueDate": "2025-03-31T23:59:59+01:00",
          "id": "1",
          "status": "scheduled",
          "type": "futureSignatureDate"
        }
      ],
      "relatedLots": [
        "1"
      ],
      "renewal": {
        "description": "If towards the end of the current contract and subsequent to further options appraisal and market engagement, a gap still remains in the market for suitable suppliers then RBG have including the provision to take an extension of 2 years (i.e. from 01/04/2028 to 31/03/2030)."
      },
      "status": "pending",
      "suppliers": [
        {
          "id": "GB-COH-00968498",
          "name": "NEC SOFTWARE SOLUTIONS UK LIMITED"
        }
      ],
      "title": "Document Management System for H\u0026SC",
      "value": {
        "amount": 700000,
        "amountGross": 840000,
        "currency": "GBP"
      }
    }
  ],
  "buyer": {
    "id": "GB-PPON-PXBB-6689-HZVL",
    "name": "Royal Borough of Greenwich"
  },
  "date": "2025-03-31T15:16:55+01:00",
  "id": "012047-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04fac1",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SE18 6HQ",
        "region": "UKI51",
        "streetAddress": "The Woolwich Centre, 35 Wellington Street"
      },
      "contactPoint": {
        "email": "procurement@royalgreenwich.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ]
      },
      "id": "GB-PPON-PXBB-6689-HZVL",
      "identifier": {
        "id": "PXBB-6689-HZVL",
        "scheme": "GB-PPON"
      },
      "name": "Royal Borough of Greenwich",
      "roles": [
        "buyer"
      ]
    },
    {
      "additionalIdentifiers": [
        {
          "id": "PHXX-6931-VYBP",
          "scheme": "GB-PPON"
        }
      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Hemel Hempstead",
        "postalCode": "HP2 7DX",
        "region": "UKH23",
        "streetAddress": "1st Floor, Imex Centre"
      },
      "contactPoint": {
        "email": "psbidmgmt@necsws.com"
      },
      "details": {
        "scale": "large",
        "url": "https://www.necsws.com",
        "vcse": false
      },
      "id": "GB-COH-00968498",
      "identifier": {
        "id": "00968498",
        "scheme": "GB-COH"
      },
      "name": "NEC SOFTWARE SOLUTIONS UK LIMITED",
      "roles": [
        "supplier"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "description": "Provision of a document management system (NEC Documents) for H\u0026SC, replacing the incumbent solution",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      }
    ],
    "id": "ocds-h6vhtk-04fac1",
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "id": "1",
        "status": "complete"
      }
    ],
    "procurementMethod": "direct",
    "procurementMethodDetails": "Direct award",
    "procurementMethodRationale": "The directorate of Housing and Safer Communities has a long-established need for a dedicated document management solution. This is especially relevant to services that make use of business systems, such as NEC Housing, that do not provide built-in document storage capabilities of their own.  \nThe incumbent system, TRIM (provided by Hewlett Packard), has been in operation since 2007. The system has more than 500 users and now contains ~3.6 million documents, amounting to ~3.5 TB of data. The ability to store and access these documents is critical to service delivery.  \nThe Council\u0027s version of TRIM is outdated and all vendor support has been withdrawn. The Council does not have an active contract with the supplier, Hewlett Packard, or means of seeking renewal of any support agreements given the age of the system. The system is no longer commercially available for purchase.  \nTRIM is not compliant. The system is dependent upon legacy infrastructure, namely 2003 and 2008 servers, which no longer receive security patches or support. As a result, TRIM and the hosting infrastructure present a major risk to the Council\u0027s PSN compliance. Though Digital has taken steps to secure TRIM, these are interim measures only and do not satisfy PSN requirements.  \nWorking in collaboration, Digital and H\u0026SC started a technology options appraisal in December 2022. The appraisal aimed to determine the best document management solution available to replace TRIM and meet the Council\u0027s requirements. When the appraisal was concluded, the team presented a recommendation to procure and implement NEC Documents. The recommendation was approved by H\u0026SC Digital Board in March 2023. \nThe proposed contract with NEC Software Solutions UK Ltd will secure provision of the preferred document management system, NEC Documents.\nThe documents retained in the incumbent system are critical to service delivery. If we do not proceed with the award of a contract and subsequently implement a new document management system, the Council faces significant risk of reputational, legal and financial damage resulting from potential data loss and system failure. Without a replacement system, it will not be possible to decommission TRIM and the Council\u0027s PSN compliance will also be at serious risk.",
    "procurementMethodRationaleClassifications": [
      {
        "id": "singleSuppliersTechnicalReasons"
      }
    ],
    "status": "complete",
    "title": "Document Management System for H\u0026SC"
  }
}