United Kingdom: electronic Records Management

Section I: Contracting authority/entity

I.1) Name and addresses
Ministry of Defence - Defence Digital
MOD Corsham, Westwells Road
Corsham
SN13 9NR

Contact
Lee Fuller

Email
lee.fuller104@mod.gov.uk

Country
United Kingdom

NUTS code
UK - United Kingdom

Internet address(es)

Main address
https://www.gov.uk/

I.4) Type of the contracting authority
Ministry or any other national or federal authority

I.5) Main activity
Defence

Section II: Object

II.1) Scope of the procurement

II.1.1) Title
electronic Records Management

II.1.2) Main CPV code
48311100 - Document management system

II.1.3) Type of contract
Supplies

II.1.4) Short description
Supply of Record Management System

II.1.6) Information about lots
This contract is divided into lots: No

II.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: 8,349,416.79

II.2) Description

II.2.3) Place of performance

NUTS codes
UKK15 - Wiltshire CC

II.2.4) Description of the procurement
Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support

II.2.5) Award criteria
Price

II.2.11) Information about options
Options: No

II.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure
Negotiated procedure without publication of a contract notice
The products involved are manufactured purely for the purpose of research, experiment, study or development
The works, supplies or services can be provided only by a particular economic operator for the following reason:
absence of competition for technical reasons

Explanation:
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 Ltds Content Management software) that will meet the MoDs 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 MoDs 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.

IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No

Section V. Award of contract/concession

Contract No
703939450

Title
electronic Records Management
A contract/lot is awarded: Yes

V.2) Award of contract/concession

V.2.1) Date of conclusion of the contract
13 May 2022

V.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No

V.2.3) Name and address of the contractor/concessionaire
Micro Focus Software UK Ltd
The Lawn, 22-30 Old Bath Road
Newbury
RG14 1QN

Country
United Kingdom

NUTS code
UKJ11 - Berkshire

The contractor/concessionaire is an SME
No

V.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: 8,349,416.79

V.2.5) Information about subcontracting
The contract/lot/concession is likely to be subcontracted

Section VI. Complementary information

VI.4) Procedures for review

VI.4.1) Review body
Ministry of Defence - Defence Digital, Hardware and Services
MOD Corsham, Westwells Road
Corsham
SN13 9NR

Country
United Kingdom

VI.4.2) Body responsible for mediation procedures
Ministry of Defence - Defence Digital, Hardware and Services
MOD Corsham, Westwells Road
Corsham
SN13 9NR

Country
United Kingdom