BBC Digital Documents Archive Request for Information

The BBC are looking to procure a Software as a Service offering, providing an industry standard compliant Digital Document Archive (DDA) capability for storing, accessing, and managing multiple document types, as well as email.

The BBC already have agreed processes for managing physical documents permanently. By standardising our approach in this space, we can seek to deliver a more efficient and effective service and to ensure that digital documents which need to be retained permanently are accessible and managed in a consistent way in line with corporate retention schedules, as are the physical documents. The solution will allow departments across the BBC to deposit their key records and archival digital documents to be securely held and remain accessible within a strong governance and auditable framework.

Additional information:

Responses can be made by completing Part C (Form of Response) of this RFI, and submitting via the Jaggaer eTendering tool. Responses are invited for submission no later than 17th November 2023 at 14:00 (GMT). Submissions should be made online in Jaggaer. Any queries should be made via Jaggaer using the in system messaging tool. The deadline for queries is 10th November 2023 at 17:00 (GMT) to allow for any response to be factored in before the deadline for submission.

Should we deem it appropriate and relevant to do so, we reserve the right to share both a query and our response with all those invited to respond to this RFI. Any query shared will be anonymised.

Please register your interest in this project by taking the following steps:

Register your company on the Jaggaer e-Tendering portal (this is only required once):

• a)Go to https://bbc.bravosolution.co.uk
• b)Click the link on the login page to register
• c)Accept the terms and conditions and click 'Continue'
• d)Enter your correct business and user details.
• e)Note the username you chose and click 'Save' when complete.
• f)You will shortly receive an email with your temporary password.

Express an interest in the RFI:

• g)Login to the portal with the username/password.
• h)Click the 'PQQs Open to all Suppliers' link. (Any RFI will appear as a PQQ).
• i)Click on the relevant PQQ to access the RFI content.
• j)Click the 'Express Interest' button at the top of the page. This will move the PQQ into your 'My PQQs' page. (This is a secure area reserved for your projects only.
• k)You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ Details' box.

Responding to the RFI:

• i)Click 'My Response' under PQQ Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining).
• m)You can now use the 'Messages' function to communicate with the buyer and seek any clarification.
• n)Note the deadline for completion, and then follow the onscreen instructions to complete the RFI. There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
• o)You must then submit your reply using the 'Submit Response' button at the top of the page. If you require any further assistance, please consult the online help, or contact the Jaggaer e-Tendering help desk.