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AwardedFind a Tender · award

Document Handling and Workflow solution

Buyer: ESPO →

BuyerESPO
StatusAwarded
DeadlineNot published
ValueValue not published
Published24 Jan 2023

What is being bought

This Tender is for the procurement of a document handling and workflow solution, to provide a holistic solution for the processing of incoming and outgoing documents.

Delivery location

UK

Categories

Software package and information systems 48000000

Lot details

Lot 1

This Tender is for the procurement of a document handling and workflow solution, to provide a holistic solution for the processing of incoming and outgoing documents. This should include functionality to; capture data from incoming emails and attached documents; format and distribute outgoing documents such as invoices and statements; automate related processes via workflow capabilities; store and retrieve processed documents; and interface with the System21 ERP and/or DB2 databases either via xml, API or other methods.

Statuscancelled

Award criteria
Quality — 75
price — 25

What is included

ItemCategoryQuantity
1Not publishedNot published

Comparable-procurement analytics

Benchmarked against retained Find a Tender procedures with CPV division 48. The category anchor is Software package and information systems (48000000); this is a deliberately broad market comparator. The comparison is shown at several levels rather than pretending one company or region is always the best benchmark.

Comparison setProceduresReported bids per procedureNamed award suppliersPrice evidence
Market: CPV division 485,9491 median · 8.8 average (2,177 of 5,949 with a bid count)1.7 average (2,515 of 5,949 with named award suppliers)Not published
Same buyer537.5 median · 101.3 average (4 of 5 with a bid count)12.3 average (4 of 5 with named award suppliers)Not published
Delivery region: UK1,5932 median · 19.5 average (520 of 1,593 with a bid count)2.9 average (604 of 1,593 with named award suppliers)Not published

“Reported bids” is an official aggregate, sometimes reported per lot; it is the closest available competition measure. “Named award suppliers” are winners, not all applicants.

Price-outcome signal

Not enough comparable procedures currently publish both a GBP tender value and a usable lowest-valid-bid value to calculate a responsible price-reduction benchmark. Tenderline deliberately does not infer a saving from named award suppliers or from missing award values.

Procurement strategy & market signals

Framework agreementNot published
Dynamic purchasing systemNot published
Competitive procurementNot published
Recurring requirementNot published
Procurement method rationaleNot published
Rationale classificationsNot published
Special regimeNot published
Covered byGPA
Submission policyNot published
Selection criteriaNot published
Risk detailsNot published

Planning & early market engagement

BudgetNot published
No-engagement rationaleNot published
Planning documents0
Planning milestones0

No planning milestones published.

Related procurements

No linked framework, prior procurement or reprocurement published.

Awards

Contracts

002142-2023-1

Statusactive
Value£80,000

Documents & submission route

No documents are published in the current source record.

Source data inventory

Diagnostic view. “Not published” means this current release does not provide a value.

OCIDocds-h6vhtk-034657
Latest release ID002142-2023
Latest release timestampTue Jan 24 2023 12:51:37 GMT+0000 (Coordinated Universal Time)
Sourcefind-a-tender
Official notice URLNot published
Tender statuscomplete
Procurement methodopen
Procurement method detailsOpen procedure
Main procurement categorygoods
Above thresholdNot published
Legal basis32014L0024
Tender period: startNot published
Tender period: endNot published
Expression of interest deadlineNot published
Enquiry deadlineNot published
Award period: startNot published
Award period: endNot published
Submission method detailsNot published
Submission languagesNot published
Electronic catalogue policyNot published
Total tender valueNot published
Tender lots in source1
Tender items in source1
Tender documents in source0
Awards in latest release1
Contracts in latest release1
Parties in latest release3

Notice history

DateEventReference
24 Jan 2023award, contract002142-2023
11 Nov 2022tenderUpdate031983-2022
3 Nov 2022tenderUpdate031094-2022
27 Oct 2022tenderUpdate030319-2022
7 Oct 2022tender028191-2022
14 Jun 2022planning016306-2022

All source data

Unmodified official OCDS data retained by Tenderline for this procurement process.

Complete current OCDS release JSON
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  "id": "002142-2023",
  "tag": [
    "award",
    "contract"
  ],
  "bids": {
    "statistics": [
      {
        "id": "1",
        "value": 13,
        "measure": "bids",
        "relatedLot": "1"
      },
      {
        "id": "2",
        "value": 9,
        "measure": "smeBids",
        "relatedLot": "1"
      },
      {
        "id": "3",
        "value": 13,
        "measure": "electronicBids",
        "relatedLot": "1"
      }
    ]
  },
  "date": "2023-01-24T12:51:37Z",
  "ocid": "ocds-h6vhtk-034657",
  "buyer": {
    "id": "GB-FTS-31758",
    "name": "ESPO"
  },
  "awards": [
    {
      "id": "002142-2023-1",
      "status": "active",
      "suppliers": [
        {
          "id": "GB-COH-09755014",
          "name": "Agile Automations Limited"
        }
      ],
      "relatedLots": [
        "1"
      ]
    }
  ],
  "tender": {
    "id": "FCTRFQ06/22-01",
    "lots": [
      {
        "id": "1",
        "status": "cancelled",
        "options": {
          "description": "The contract has the option to extend for up to a further 36 months. The total estimated value stated in Section II.1.7 includes the option period."
        },
        "hasOptions": true,
        "description": "This Tender is for the procurement of a document handling and workflow solution, to provide a holistic solution for the processing of incoming and outgoing documents. This should include functionality to; capture data from incoming emails and attached documents; format and distribute outgoing documents such as invoices and statements; automate related processes via workflow capabilities; store and retrieve processed documents; and interface with the System21 ERP and/or DB2 databases either via xml, API or other methods.",
        "awardCriteria": {
          "criteria": [
            {
              "name": "Quality",
              "type": "quality",
              "description": "75"
            },
            {
              "type": "price",
              "description": "25"
            }
          ]
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK"
          }
        ]
      }
    ],
    "title": "Document Handling and Workflow solution",
    "status": "complete",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "This Tender is for the procurement of a document handling and workflow solution, to provide a holistic solution for the processing of incoming and outgoing documents.",
    "classification": {
      "id": "48000000",
      "scheme": "CPV",
      "description": "Software package and information systems"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "goods",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
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      "id": "GB-FTS-31758",
      "name": "ESPO",
      "roles": [
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        "countryName": "United Kingdom",
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      },
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        "classifications": [
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          {
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      },
      "identifier": {
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        "noIdentifierRationale": "notOnAnyRegister"
      },
      "contactPoint": {
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        "email": "tenders@espo.org"
      }
    },
    {
      "id": "GB-COH-09755014",
      "name": "Agile Automations Limited",
      "roles": [
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      "address": {
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        "locality": "Bredbury, Stockport, SK6 2SN",
        "countryName": "United Kingdom",
        "streetAddress": "Unit 3, The Gate Centre, Bredbury Park Way, Bredbury Park Industrial Estate,"
      },
      "details": {
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      "identifier": {
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        "scheme": "GB-COH",
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    },
    {
      "id": "GB-FTS-25502",
      "name": "The Royal Court of Justice",
      "roles": [
        "reviewBody"
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      "address": {
        "locality": "LONDON",
        "postalCode": "WC2A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "The Strand"
      },
      "details": {
        "url": "https://www.justice.gov.uk/"
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      "identifier": {
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  ],
  "language": "en",
  "contracts": [
    {
      "id": "002142-2023-1",
      "value": {
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      "status": "active",
      "awardID": "002142-2023-1",
      "dateSigned": "2023-01-11T00:00:00Z"
    }
  ],
  "initiationType": "tender"
}
Complete JSON history (6 releases)
24 Jan 2023 · 002142-2023 · award, contract
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  "tag": [
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        "id": "2",
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        "measure": "smeBids",
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      },
      {
        "id": "3",
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        "measure": "electronicBids",
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  "date": "2023-01-24T12:51:37Z",
  "ocid": "ocds-h6vhtk-034657",
  "buyer": {
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  "tender": {
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    "items": [
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    "title": "Document Handling and Workflow solution",
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    "legalBasis": {
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    "classification": {
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      "scheme": "CPV",
      "description": "Software package and information systems"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "goods",
    "procurementMethodDetails": "Open procedure"
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  "parties": [
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        "streetAddress": "Barnsdale Way, Grove Park, Enderby"
      },
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11 Nov 2022 · 031983-2022 · tenderUpdate
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3 Nov 2022 · 031094-2022 · tenderUpdate
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27 Oct 2022 · 030319-2022 · tenderUpdate
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      "id": "GB-FTS-31758",
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        "locality": "LEICESTER",
        "postalCode": "LE19 1ES",
        "countryName": "United Kingdom",
        "streetAddress": "Barnsdale Way, Grove Park, Enderby"
      },
      "details": {
        "url": "https://www.espo.org/"
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      "identifier": {
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  "initiationType": "tender"
}
7 Oct 2022 · 028191-2022 · tender
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        "contractPeriod": {
          "endDate": "2027-12-31T23:59:59Z",
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        },
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK"
          }
        ]
      }
    ],
    "title": "Document Handling and Workflow solution",
    "value": {
      "amount": 100000,
      "currency": "GBP"
    },
    "status": "active",
    "coveredBy": [
      "GPA"
    ],
    "documents": [
      {
        "id": "economic",
        "documentType": "economicSelectionCriteria"
      },
      {
        "id": "technical",
        "documentType": "technicalSelectionCriteria"
      }
    ],
    "bidOpening": {
      "date": "2022-10-28T12:01:00+01:00"
    },
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "awardPeriod": {
      "startDate": "2022-10-28T12:01:00+01:00"
    },
    "description": "This Tender is for the procurement of a document handling and workflow solution, to provide a holistic solution for the processing of incoming and outgoing documents.\nTo tender: (a) Go to https://www.eastmidstenders.org/; (b) Register (if not already registered on ProContract); (c) Search for tender opportunity 'FCTRFQ06/22-01' (via \"View Opportunities\" from the 'EastMidsTenders' Portal); (d) Express an interest; (e) Download the tender from the website.",
    "tenderPeriod": {
      "endDate": "2022-10-28T12:00:00+01:00"
    },
    "contractTerms": {
      "performanceTerms": "The minimum financial requirement for the purposes of the current tender exercise is stated in the procurement documents."
    },
    "hasRecurrence": false,
    "reviewDetails": "ESPO will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by ESPO as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful.",
    "classification": {
      "id": "48000000",
      "scheme": "CPV",
      "description": "Software package and information systems"
    },
    "submissionTerms": {
      "languages": [
        "en"
      ],
      "bidValidityPeriod": {
        "durationInDays": 60
      }
    },
    "submissionMethod": [
      "electronicSubmission"
    ],
    "procurementMethod": "open",
    "mainProcurementCategory": "goods",
    "submissionMethodDetails": "https://www.eastmidstenders.org/",
    "procurementMethodDetails": "Open procedure"
  },
  "parties": [
    {
      "id": "GB-FTS-31758",
      "name": "ESPO",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ],
      "address": {
        "region": "UKF22",
        "locality": "LEICESTER",
        "postalCode": "LE19 1ES",
        "countryName": "United Kingdom",
        "streetAddress": "Barnsdale Way, Grove Park, Enderby"
      },
      "details": {
        "url": "https://www.espo.org/",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "scheme": "COFOG",
            "description": "Local Authority Services"
          }
        ]
      },
      "identifier": {
        "legalName": "ESPO",
        "noIdentifierRationale": "notOnAnyRegister"
      },
      "contactPoint": {
        "url": "https://www.eastmidstenders.org/",
        "name": "Food, Communities and Technology Procurement Team",
        "email": "tenders@espo.org"
      }
    },
    {
      "id": "GB-FTS-25502",
      "name": "The Royal Court of Justice",
      "roles": [
        "reviewBody"
      ],
      "address": {
        "locality": "LONDON",
        "postalCode": "WC2A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "The Strand"
      },
      "details": {
        "url": "https://www.justice.gov.uk/"
      },
      "identifier": {
        "legalName": "The Royal Court of Justice"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}
14 Jun 2022 · 016306-2022 · planning
{
  "id": "016306-2022",
  "tag": [
    "planning"
  ],
  "date": "2022-06-14T15:30:19+01:00",
  "ocid": "ocds-h6vhtk-034657",
  "buyer": {
    "id": "GB-FTS-31758",
    "name": "ESPO"
  },
  "tender": {
    "id": "FCTRFQ06/22-01",
    "lots": [
      {
        "id": "1",
        "status": "planned",
        "description": "Please note this is a Prior Information Notice and is not a call for competition.\nESPO are looking for a holistic end to end Document Handling and Workflow solution.  Primary functionality required would focus on incoming Sales Order processing, although a range of further document handling capabilities should also be available.  Any solution should be cloud-based, fully supported, compliant with relevant legislation, and secure.\nRequired functionality would include:\n- Incoming document processing:\no Extraction of order data from emails, PDF's, scanned docs etc\no Automated insertion of order information to the System 21 ERP application\n- Outgoing document creation, formatting and distribution:\no conversion of machine data to formatted customer facing documents (Invoices, Statements, Order Acknowledgments and similar)\no distribution via email, or to print/mail\n- Document Workflow automation capabilities:\no Routing and tracking of document processes\n- Secure archiving and retrieval:\no Cloud-based storage of captured or created documents\no Searchable retrieval of stored documents"
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UK"
          }
        ]
      }
    ],
    "title": "FCTRFQ06/22-01 Document Handling and Workflow solution",
    "value": {
      "amount": 80000,
      "currency": "GBP"
    },
    "status": "planned",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "Please note this is a Prior Information Notice and is not a call for competition.\nESPO are looking for a holistic end to end Document Handling and Workflow solution.  Primary functionality required would focus on incoming Sales Order processing, although a range of further document handling capabilities should also be available.  Any solution should be cloud-based, fully supported, compliant with relevant legislation, and secure.\nTo express an interest: (a) Go to https://www.eastmidstenders.org/; (b) Register (if not already registered on ProContract); (c) Search for tender opportunity 'FCTRFQ06/22-01' (via \"View Opportunities\" from the 'EastMidsTenders' Portal); d) Express an interest.",
    "communication": {
      "futureNoticeDate": "2022-08-01T00:00:00+01:00"
    },
    "classification": {
      "id": "48000000",
      "scheme": "CPV",
      "description": "Software package and information systems"
    },
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-FTS-31758",
      "name": "ESPO",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ],
      "address": {
        "region": "UKF22",
        "locality": "LEICESTER",
        "postalCode": "LE19 1ES",
        "countryName": "United Kingdom",
        "streetAddress": "Barnsdale Way, Grove Park, Enderby"
      },
      "details": {
        "url": "https://www.espo.org/",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "scheme": "COFOG",
            "description": "Local Authority Services"
          }
        ]
      },
      "identifier": {
        "legalName": "ESPO"
      },
      "contactPoint": {
        "url": "https://www.eastmidstenders.org/",
        "name": "Food, Communities and Technology Procurement Team",
        "email": "tenders@espo.org"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}