Business Systems Procurement

Business Systems Procurement

Ocean Housing is seeking to procure and implement corporate CRM, intelligent workflow and EDM solutions and a new Financial Management System.

United Kingdom-St Austell: Software package and information systems

2015/S 122-223510

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Ocean Housing Ltd
Stennack House, Stennack Road
For the attention of: Mr Mark Reed
PL25 3SW St Austell
UNITED KINGDOM
Telephone: +44 7816815371
E-mail: mark.reed@shawc.co.uk

Internet address(es):

General address of the contracting authority: http://www.oceanhousing.com

Electronic access to information: www.advantageswtenders.co.uk

Electronic submission of tenders and requests to participate: www.advantageswtenders.co.uk

Further information can be obtained from: Ocean Housing Ltd
Stennack House, Stennack Road
For the attention of: Mr Mark Reed
PL25 3SW St Austell
UNITED KINGDOM
Telephone: +44 7816815371
E-mail: mark.reed@shawc.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Ocean Housing Ltd
Stennack House, Stennack Road
For the attention of: Mr Mark Reed
PL25 3SW St Austell
UNITED KINGDOM
Telephone: +44 7816815371
E-mail: mark.reed@shawc.co.uk

Tenders or requests to participate must be sent to: Ocean Housing Ltd
Stennack House, Stennack Road
For the attention of: Mr Mark Reed
PL25 3SW St Austell
UNITED KINGDOM
Telephone: +44 7816815371
E-mail: mark.reed@shawc.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

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:

Ocean 2020 Business Systems Procurement.

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

NUTS code UKK3

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)

Business systems procurement, review and or replacement.
Where necessary, supply, installation and support of new business systems. As part of the 2020 Programme, in support of the Corporate Plan, Ocean Housing is seeking to procure and implement corporate CRM, intelligent workflow and EDM solutions and a new Financial Management System. At the same time, and as part of the same process, Ocean Housing will review and may upgrade or replace its Housing Management, Contractor and Asset Management systems and also various in-house solutions.
As a result, Ocean Housing are seeking either an enterprise solution, with the potential for and capability of undertaking all of the above or an enterprise supplier who will take the contractual lead in providing the required solutions and subsequent implementation, account management and annual support and maintenance.
Both the new and any legacy solutions will be required to integrate/interface with each other and also with the following: intranet and website solutions, MS Outlook/Office, MS Active Directory
and the telephony system. Solutions will also be required to be capable of mobile working and device independence.
For further information on business systems and versions see II.2.1
Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and detailed assessments may change and will be informed as the procurement process continues through the Competitive Dialogue ITPD stages.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)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:

Business systems procurement, review and or replacement.
Where necessary, supply, installation and support of new business systems. As part of the 2020 Programme, in support of the Corporate Plan, Ocean Housing is seeking to procure and implement corporate CRM, intelligent workflow and EDM solutions and a new Financial Management System. At the same time, and as part of the same process, Ocean Housing will review and may upgrade or replace its Housing Management (Capita Housing, aka Academy — Live & Test Versions 18.1: used for Income Management, Allocations and Appointments), Contractor (Task Contractor and Total Mobile for Gas and Repairs — Task Version 12.1.100.4 and Total Mobile Version 42079), and Asset Management (Integrator — Version 5.21) systems and also various in-house solutions (e.g. Estate Management, ASB & Diary Notes).
As a result, Ocean Housing are seeking either an enterprise solution, with the potential for and capability of undertaking all of the above or an enterprise supplier who will take the contractual lead in providing the required solutions and subsequent implementation, account management and annual support and maintenance.
Both the new and any legacy solutions will be required to integrate/interface with each other and also with the following: intranet (in-house design) and website(s) (various design and hosting solutions), MS Outlook/Office, MS Active Directory and the IPFX (v6.2.185.0000) telephony system. Solutions will also be required to be capable of mobile working and device independence, including data entry/updates and access to documents for review and forms for completion.
MS version information:
Office: 2010
Outlook: 2010
Active Directory: 2003 — 3 x DC’s
Exchange: 2010 SP1
SSRS: 2010
Owing to the complex nature of the procurement and the discussions that are required the shape and detail of requirements and detailed assessments may change and will be informed as the procurement process continues through the Competitive Dialogue ITPD stages.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A performance bond or guarantee may be required.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

All prices quoted must be in pounds sterling. An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier(s). Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Ocean Housing Ltd reserves the right to require groups of suppliers to take a particular form or to require one party to undertake primary liability or to require that each party undertakes joint and several liability. Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The costs of responding to the procurement process will be borne by the respondent. Ocean Housing Ltd will not be liable for the suppliers’ costs. Ocean Housing Ltd are not bound to accept any or all of the suppliers’ response. Suppliers will need to comply with Ocean Housing Ltd Standard Terms & Conditions of Contracts.
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: To access the documentation please register atwww.advantageswtenders.co.uk. The Contract Title is: ‘Ocean 2020 Business Systems Procurement’. The Contract Code is: 9VYL-JSNXIO. You must download the Pre-Qualification Questionnaire, complete it and submit it by the submission time/date. All interested parties need to register their interest in the tender, by downloading the PQQ, by 12noon on the 23/07/15. Interested parties will be able to download the Pre-Qualification Questionnaire (PQQ), which needs to be completed in full and returned by the deadline of 12noon on the 10/08/15.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the PQQ.
Minimum level(s) of standards possibly required: As detailed in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the PQQ.
Minimum level(s) of standards possibly required:
As detailed in the PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 6
Objective criteria for choosing the limited number of candidates: Using the Pre-Qualification Questionnaire suppliers will be short listed based on an analysis, performed by an assessment panel of financial, legal, and technical criteria. Some questions contained within the PQQ may require a ‘Yes’ or ‘No’ response or will require a mandatory response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered ‘No’, Ocean Housing Ltd may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon their order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a collated team score. Incomplete responses will reduce the supplier’s chance of being short listed and in some cases will exclude the supplier.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

0003: Ocean 2020 Business Systems Procurement
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: 23.7.2015 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

10.8.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

18.8.2015

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 of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

To access the documentation please register at www.advantageswtenders.co.uk The Contract Title is: ‘Ocean 2020 Business Systems Procurement’. The Contract Code is: 9VYL-JSNXIO. You must download the Pre-Qualification Questionnaire, complete it and submit it by the submission time/date. All interested parties need to register their interest in the tender, by downloading the PQQ, by 12:00 on the 23.7.2015. Interested parties will be able to download the Pre-Qualification Questionnaire (PQQ), which needs to be completed in full and returned by the deadline of 12:00 on the 10.8.2015. Bidders will be notified of the outcome on or around 18/08/15. Bidders that are invited to proceed to the next stage will need to download, complete and return the Invitation to Participate in Dialogue Stage 1 (ITPD1). The ITPD1 is available from the date that the Contract Notice is published and can be found at www.advantageswtenders.co.uk Please follow the same download instructions as for the PQQ. The deadline for ITPD1 returns is around 2.10.2015.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Ocean Housing Ltd
Stennack House, Stennack Road
PL25 3SW St. Austell
UNITED KINGDOM
E-mail: s.hill@oceanhousing.com
Telephone: +44 1726874450
Internet address: http://www.oceanhousing.com

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

22.6.2015

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