Electronic Document Management System 2023

Currently, Cottsway is utilising MRI's Documotive EDRM system as a document storage solution across various business areas such as Housing, Property Management, Finance, and HR.

However, this system has not been updated for several years, leading to difficulties in effectively managing and maintaining documents in a centralised manner.

Additionally, Cottsway has recently implemented Microsoft Office 365, which has resulted in a shift towards storing and collaborating on documents in SharePoint. Therefore, there has been a fragmentation in the storage of key documents, dispersed across different platforms.

This existing approach is no longer sustainable in meeting the present and future document management requirements of Cottsway.

Cottsway Housing is aiming to achieve the following from this tender exercise:

1. A fit-for-purpose EDMS solution that delivers all essential requirements and as many desirable requirements as possible.
2. To provide a solution that delivers the requirements whilst proving value for money, within a reasonable timeframe.
3. Longevity of the chosen solution, including any future upgrades/updates, and ongoing support.

Additional information:

First stage

For your initial response to the ITT we simply require you to confirm that you can deliver all the essential requirements, confirm the estimated costs and implementation times required to do, and confirm ongoing costs. Furthermore, where desirable requirements can be delivered, please list which of these requirements you are able to deliver as well as the additional costs and timescales to do so.

Second stage

If we invite you to the second stage your response must be presented in the specified format and include all the information requested. Failure to provide all the requested information and / or failure to comply with formatting requirements may subject your offer to disqualification and elimination from consideration for award. Details will be confirmed in the second stage invitation.

Additional information requests

If you have queries or require further information to enable you to complete your proposal, please use the In-Tend platform to send Cottsway a message. This tender is being managed by Rupert Welply, Programme Delivery Manager. If you have any issues using the In-Tend platform, please email rupert.welply@cottsway.co.uk

Is a Recurrent Procurement Type? : No