electronic Records Management

Concepts

• document management system
• electronic records management
• corsham
• departmental record management system
• migration of extant records
• supply of record management system
• provision of application maintenance
• end user support

Location

Corsham

Description

Supply of Record Management System

Total Quantity or Scope

Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support

Award Detail

CPV Codes

• 48311100 - Document management system

Indicators

• Award on basis of price and quality.

Legal Justification

Defence Digital, part of the UK Ministry of Defence, is issuing a VTN that it intends to award a three year contract to Micro Focus UK Ltd, to implement a new Records Management System for the Official Domain, to migrate extant records out of the existing systems and for the provision of an Application Maintenance and end user support service. The value of this requirement is £8,349,416.79 (ex VAT). It is considered that this contract can be placed using the negotiated procedure without prior publication of a contract notice pursuant to Regulation 32(2)(b)(ii) of the UK Public Contracts Regulations 2015 for technical reasons. This is because there is no reasonable substitute Records Management System (which will be based around Micro Focus UK Ltd’s Content Management software) that will meet the MoD’s key requirements of interoperability between Official and Secret Domains in terms of search functionality and will also allow for planned essential cloud optimisation to ensure enhanced security and environmental benefits are to be met. Further, in terms of the support element of the proposed award, Micro Focus UK Ltd have the necessary technical know-how and expertise to meet the MoD’s requirements, including installing and migrating to a new Records Management System based around their proprietary software and it would be technically impracticable for a third- party supplier to carry out this support and ensure it aligns with the planned cloud optimisation. A third-party supplier even attempting to provide this support in these circumstances would result in disproportionate time delay and cost to the MoD.