Business Systems Procurement Tender

Business Systems Procurement Tender

Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. 

United Kingdom-St Asaph: Software package and information systems

2018/S 245-561210

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Clwyd Alyn Housing Association
72 Ffordd William Morgan, St Asaph Business Park
St Asaph
LL17 OJD
United Kingdom
E-mail: pennaf@shawc.co.uk
NUTS code: UKL13
Internet address(es):Main address: http://www.pennafgroup.co.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA21673

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Business Systems Procurement

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the Competitive Dialogue Procedure is being used.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48000000
72000000

II.2.3)Place of performance

NUTS code: UKL13
Main site or place of performance:

72 Ffordd William Morgan, St Asaph, Denbighshire, LL17 0JD.

II.2.4)Description of the procurement:

Clwyd Alyn Housing Association invites proposals from bidders for the provision of business systems and related services.

This tender process is being conducted through competitive dialogue in accordance with the competitive dialogue procedure as set out under EU Directive(s) and the UK Public Contracts Regulations 2015; Clwyd Alyn is the contracting body for the purposes of this procurement.

Clwyd Alyn operates across 7 counties and manages more than 6 000 homes, serving a wide range of housing needs.

Clwyd Alyn has embarked on a major change program and has identified that the current housing and contact management systems need to be replaced and that other systems and data flows are not meeting the needs of the business. As a result, alternative solutions or upgrades and improved integrations are required. Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and assessments the competitive dialogue procedure is being used. This will enable requirements and potential solutions to be better understood and refined as the procurement continues through the Competitive Dialogue ITPD stages.

The current position, in relation to the replacement and review of systems, can be summarised as follows

Replace:

— Universal Housing,

— Contact Manager and EDRM.

Review/Integrate/Replace?

— Mobile Working,

— Kypera,

— Promaster,

— MAVIS,

— RAM.

Improve:

— performance and management reporting,

— complaints and residents self-service,

— data coherence.

Review integration

— property development.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

We envisage there could be up to 2 renewals each of which would be 12 months. A decision to renew will be based on acceptable performance of both the implemented solution and the services provided during the initial term.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 3
Maximum number: 5
Objective criteria for choosing the limited number of candidates:

This is detailed in the procurement documents.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

Potentially yes, these have been described in the Long description. The options will be determined during the competitive dialogue process.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

List and brief description of selection criteria:

The minimum level of economic and financial standing and/or the minimum financial threshold will be assessed by Clwyd Alyn by performing a credit check.

In addition to the above, bidders must self-certify that they have or will obtain before the contract commences minimum insurance cover levels as detailed below.

Minimum level(s) of standards possibly required:

Financial checks:

A score of average (or its equivalent) or above will be classed as a pass; anything below average (or its equivalent) will be a fail.

Minimum insurance levels:

— employer’s (compulsory) liability insurance = 5 000 000 GBP,

— public liability insurance = 5 000 000 GBP,

— professional indemnity insurance = 5 000 000 GBP,

— product liability insurance = 5 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The following technical questions are pass/fail requirements.

Minimum level(s) of standards possibly required:

1) Please confirm that the proposed solution can be seamlessly integrated with Office 365 and Pennaf’s other core business systems through a published set of APIs.

2) Please confirm that the proposed solution is accessible from any location and on any device type without the need for any thin client solution to distribute the application to desktop users to make it performant.

3) Please confirm that the proposed solution has a responsive design which works on any mobile device.

4) If the solution you are proposing is not SaaS and needs to be installed on-premise/hosted, then please confirm that the backend database is only Microsoft SQL.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 28/01/2019
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 31/01/2019

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales website at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88053

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx

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.

(WA Ref:88053)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

Clwyd Alyn Housing Association
72 Ffordd William Morgan, St Asaph Business Park
St Asaph
LL17 OJD
United Kingdom
Telephone: +44 08001835757Internet address: http://www.pennafgroup.co.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

17/12/2018

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