Asset Management System Tender

Asset Management System Tender

The City of Edinburgh Council invites tenders for the provision of asset management solution(s) for Corporate Property Services (‘Lot 1’) and Environment Services (‘Lot 2’).

UK-Edinburgh: financial analysis and accounting software package

2012/S 160-267421

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

City of Edinburgh Council
Waverley Court, 4 East Market Street
Contact point(s): Procurement
For the attention of: Bob Cuthbert
EH8 8BG Edinburgh
UNITED KINGDOM
Telephone: +44 1314693549
E-mail: bob.cuthbert@edinburgh.gov.uk

Internet address(es):

General address of the contracting authority: http://www.edinburgh.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290

Further information can be obtained from: City of Edinburgh Council
Waverley Court, 4 East Market Street
For the attention of: Suppliers Support
EH8 8BG Edinburgh
UNITED KINGDOM
Telephone: +44 1315294718
E-mail: suppliers.support@edinburgh.gov.uk
Internet address: http://www.edinburgh.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: City of Edinburgh Council
Waverley Court, 4 East Market Street
For the attention of: Suppliers Support
EH8 8BG Edinburgh
UNITED KINGDOM
Telephone: +44 1315294718
E-mail: suppliers.support@edinburgh.gov.uk
Internet address: http://www.edinburgh.gov.uk

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Asset Management System(s) for Property and Environment services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: City of Edinburgh and surrounding area.
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)
The City of Edinburgh Council invites tenders for the provision of asset management solution(s) for Corporate Property Services (‘Lot 1’) and Environment Services (‘Lot 2’). Bidders are invited to tender for a single solution that meets the combined requirements of Lot 1 and Lot 2 or for a solution that meets the requirements of either Lot 1 or Lot 2.
Specifically we are seeking a hosted managed service that should encompass the provision of software (including licenses and upgrades), equipment, installation, training, ongoing support and maintenance.
Lot 1 requires the supply of an Asset Management system integrated with Works Order Management and Mobile (including in-cab, tablet and PDA technologies) to manage and maintain a large portfolio of operational and non-operational property, strategic asset management, facilities management, statutory compliance and maintenance information. The system will be used by the Corporate Property, Facilities Management, Building and Design, and Finance service areas.
Lot 2 requires the supply of an Asset Management system integrated with Works Order Management and Mobile (including in-cab, tablet and PDA technologies) to manage and maintain a large portfolio of Environment assets, resources and services (including Waste Management, Open Spaces management, Transport and Parks services).
Both Lots offer an initial contract of 36 months with a Council option to extend for a further 24 months.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=236749.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=236749.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

48440000, 48441000, 48430000, 48422000, 48420000, 48331000, 48333000, 48326000, 48421000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Varied service requirements as specified in the documents for each Lot.
Estimated value excluding VAT:
Range: between 1 500 000 and 2 500 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Council has options to extend for a total period of 24 months.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 2 Lot title: Integrated Asset Management, Works Order Management and Mobile system for Environment Services

1)Short description
The supply of an Asset Management system integrated with Works Order Management and Mobile (including in-cab, tablet and PDA technologies) to manage and maintain a large portfolio of Environment assets, resources and services (including Waste Management, Open Spaces management, Transport and Parks services). The system should be capable of managing capital, planned and responsive activities and provide high quality management, performance and financial reports and information. Essentially it must be possible to view and manipulate assets information via GIS. The system should effectively manage customer contact through a number of channels including the Web.
2)Common procurement vocabulary (CPV)

48441000, 48430000, 48422000, 48421000, 48420000, 48331000, 48333000, 48326000

3)Quantity or scope
Various.
4)Indication about different date for duration of contract or starting/completion
Starting 1.1.2013. Completion 31.12.2015
5)Additional information about lots
Lot No: 1 Lot title: Integrated Property Facility Management
1)Short description
The supply of an Integrated Property and Facilities Management System, including equipment and software (including licences and upgrades) installation, training, ongoing support and maintenance.
2)Common procurement vocabulary (CPV)

48440000, 48441000, 48430000, 48422000, 48421000, 48420000, 48331000, 48333000, 48326000

3)Quantity or scope
Various.
4)Indication about different date for duration of contract or starting/completion
Starting 1.1.2013. Completion 31.12.2015
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Interim payments.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(5) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(6) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
3766/BC
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 24.9.2012
IV.3.4)Time limit for receipt of tenders or requests to participate
1.10.2012 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders
Date: 1.10.2012 – 14:00
Place:

The City of Edinburgh HQ office.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
Bidders must review the Specifications for each Lot and downlaod all related documents (some for completion) before submitting their Bids through the PCS portal. The documents also consist of “Instructions to Tenderers” and “The Conditions of the Contract”.
(SC Ref:236749).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

City of Edinburgh Council
4 East Market Street,
EH8 8BG Edinburgh
UNITED KINGDOM
E-mail: nick.smith@edinburgh.gov.uk

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The City of Edinburgh Council will incorporate a minimum of 10 calendar day standstill period at the point of information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be required from The City of Edinburgh Council, Corporate Procurement, Level 3, Waverley Court, 4 East Market Street, Edinburgh, EH8 8BG, UK. If an appeal regarding the award of contract has not been successfully resolved, the Public Contracts (Scotland) Regulations 2012 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rule to take action in the Sheriff Court or Court of Session. Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into, the court may only award damages. (The purpose of the standstill period referred to above is to allow parties to apply to the courts to set aside the award decision before the contract is entered into).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.8.2012

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