Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System

The Authority is reviewing options for the Revenues and Benefits Document Management and Workflow System. We are keen to understand the market and options for these areas. The purpose of the questionnaire is in part, to seek a better understanding of the challenges within your market and to enable us to tailor new contract/s to meet our objectives and create a more efficient provision. It is imperative that the Authority's Document Management and Workflow System provides a simple and effective provision for its users, it must be easy to follow and presented in a logical procedural order so users are guided through the system in a series of steps. The user documentation should also include a training guide with examples of completed input screens and subsequent output reports. Where appropriate the user documentation should be divided into specific application modules. The Authority is engaging with potential Suppliers to seek views and feedback to the information provided and questionnaire. This is intended to be used to assist the Authority on deciding the next steps for the procurement of a document management and workflow system for Revenues and Benefits services which integrates with the current database, as well as support and maintenance.

The current document management system provides the ability for internal business users to index documents, create and work through processes including creation of documents, and manage workflow. See "Additional Text" boxes below.

It is important to note that this is not an invitation to tender, it is strictly a pre-procurement Market Engagement Questionnaire, intended to capture market information via a Prior Information Notice (PIN). The Authority is unclear at present on its preferred route to market or the procurement process that may be utilised. The purpose of this Market Engagement Questionnaire is to: • Help inform and determine our procurement strategy and approach • Assist in the scoping of the requirement • Identify any innovative ideas • Identify options available • Identify likely financial commitment of a solution There are a number of questions within the Market Engagement Questionnaire for you to answer but it is not compulsory to answer all of them. We are happy to receive any feedback you wish to offer. Responses to the Market Engagement Questionnaire imply no commitment on Suppliers to engage in any subsequent procurement process, nor do they confer any advantaged status or guarantee of inclusion in any subsequent procurement process for Suppliers who do respond. The Authority reserves the right to withdraw this Market Engagement Questionnaire at any time and is not liable for any costs incurred as a result of Suppliers engaging with this process.

Additional information: When implemented, the Revenues and Benefits System will need to deliver multiple benefits. Please refer to the related documents within Pro Contract for full details. Potential Suppliers are asked to answer the questions set out in the questionnaire (pp8-9 of "Pre-Procurement Market Engagement Questionnaire for the Provision of a Document Management and Workflow System"). This can be found on the Council's eTendering Portal Pro Contact. The link to the eTendering portal is https://procontract.due-north.com/ and the reference number is DN750922. Please log in (or register if you do not have a log in) and the questionnaire will be available to download. Please upload your completed questionnaire to the portal by 05 December 2024, 14.00Hrs.

Please leave sufficient time to do this, as uploading times can vary depending on the file size. Documents must be uploaded in an Open Document format, and all attachments will ideally be Zipped in to one file. (Tip: Use PDF documents where possible to reduce file sizes). Please note: Organisations can upload / amend their response via the ProContract eTendering Portal at any time prior to the submission deadline. The response is secure and only visible to the organisation up until the closing deadline date / time at which point the system is locked to the organisation and contents become visible to the Council. PLEASE REMEMBER: This is not an Invitation to Tender (ITT) exercise. The Authority is intending to initiate a procurement process for the provision of document management and workflow system contract in Revenues and Benefits services to include the support and maintenance for the system as well as annual licenses, as well as integration with the existing Revenues and Benefits database in the future, but this pre-procurement Market Engagement Questionnaire is a call for information only. The Authority will consider the responses received and then consider its options. Please note that the estimated date of publication of contract notice (31 March 2025) is not certain and could be changed. Please note that the 'Type of Contract' could be any combination/hybrid of goods/systems and/or services.