Document Management and Contract Administration Solution

Document Management and Contract Administration Solution

The University is looking to engage a software OEM service supplier that can demonstrate high levels of knowledge and experience of providing a Document Management and Contract Administration Solution to support complex construction projects.

UK-Cambridge: electronic data management (EDM)

2012/S 149-249234

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Chancellor, Masters and Scholars of The University of Cambridge
Procurement Services, Greenwich House, 1st Floor South, Madingley Rise, Madingley Road
Contact point(s): Procurement Services
CB3 0TX Cambridge
UNITED KINGDOM
Telephone: +44 1223332233
E-mail: purchasing.intend@admin.cam.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofcambridge

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

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

I.2)Type of the contracting authority
Other: Higher Education/Research
I.3)Main activity
Education
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:
Provision of a Document Management and Contract Administration Solution.
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 UKH1
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 University is looking to engage a software OEM service supplier that can demonstrate high levels of knowledge and experience of providing a Document Management and Contract Administration Solution to support complex construction projects. The University requires that the service can be quickly and easily implemented within the project. University data must be stored ideally within the UK but in any event not outside the European Community.
II.1.6)Common procurement vocabulary (CPV)

48613000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: no
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
OEM software suppliers are invited to tender for the provision of a Document Management and Contract Administration Solution. The University has an agreement in principle to develop its 120 hectare site to the north west of the City to provide a mix of key worker and collegiate accommodation, academic and research facilities, community facilities and private housing developments. A Document Management and Contract Administration Solution (DMCAS) that can be used by all parties involved in the project delivery is required. The system will be used to formally manage all project related documentation but also enable all parties to access common information sources and collaborate on documents and drawings. The system will only be used for project purposes (rather than University use) and it is anticipated that multiple third parties will require access to the system throughout the stage of the programme. It has been decided that an externally hosted Software as a Service (SaaS) solution will best cater for the University requirements for this project. An important element is that University data should ideally be stored within the United Kingdom but not outside the European Community.
II.2.2)Information about options
Options: yes
Description of these options: The University has reserved the option after the initial period to extend the contract for further periods of 1 year up to total of 5 years.
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
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
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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
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
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:
UCAM 007/12
IV.3.2)Previous publication(s) concerning the same contract
no
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: 6.8.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
21.8.2012 – 12:00
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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders
Date: 21.8.2012 – 12:30
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
The following text must always be added to every contract notice.
The University of Cambridge is not a public body within the meaning of the Public Contracts Regulations 2006 (Directive 2004/18) and is not subject to the procurement legislation. Where the University advertises contracts in the Official Journal of the European Union, it does so on a voluntary basis and does not undertake any obligation to comply with the procurement legislation. The University reserves its rights in full to adapt or step outside the procedures in the procurement legislation as the University considers necessary.
Information about the tender process to be followed does not amount to a legally binding offer by the University to follow the process so described. The University reserves the right not to follow or to modify the procedures as the University considers necessary.
The tender process is being conducted electronically via In-tend.
Suppliers are required to register on this website: https://in-tendhost.co.uk/universityofcambridge in order to receive documentation. After registering the tender documenation can then be downloaded.

All tender responses and any supporting documentation must be submitted through this system. There must be no postal correspondence from bidders unless agreed by the University. Tenders shall not be sent and will not be accepted by fax or e-mail.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:31.7.2012

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