Document Management Software Tender

Document Management Software Tender

Choice Housing Ireland Ltd t/a Oaklee Trinity wish to procure a solution that will streamline and improve Board reporting and management information.

United Kingdom-Belfast: Document management services

2015/S 064-112916

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Choice Housing Ireland T/A OakleeTrinity
37-41 May Street
Contact point(s): Procurement Team
For the attention of: Kiara Dryden, Procurement Officer
BT1 4DN Belfast
UNITED KINGDOM
Telephone: +44 2890441398
E-mail: contracts@oakleetrinity.org.uk

Internet address(es):

General address of the contracting authority: http://www.oakleetrinity.org.uk

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

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:

Boardroom ICT Solution Procurement PRN239.

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: Belfast.

NUTS code UKN01

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)

Choice Housing Ireland Ltd t/a Oaklee Trinity wish to procure a solution that will streamline and improve Board reporting and management information.

II.1.6)Common procurement vocabulary (CPV)

72512000, 48311100

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: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Association intends to procure a solution that will help us streamline and improve board reports and management information. The solution will be a paperless boardroom application that is easy to use and administer. The solution will be device and technology agnostic therefore allowing it to be used over a range of tablet devices, PCs, smartphones etc.
Procurement will cover the solution itself, all support services including help desk facility, maintenance contract, and training.
Key Objectives and Aims:
1. Supply a paperless boardroom application that is easy to use and administer.
2. Significantly reduce time spent by secretariat preparing and collating meeting papers.
3. Eradicate the need for paper-based board packs.
4. Reduce costs of producing board packs.
5. Improve communication and timeliness of papers for board members.
6. Ensure the security and confidentiality of all corporate data in line with current standards and comply with or exceed all relevant legislation on data security.
7. Provide a training programme as required for specified key stakeholders, i.e. Secretariat and Board Members.
8. Provide Board Members with access to the latest sector information and news.
Estimated value excluding VAT: 45 000 GBP

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: 36 (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:

The Contracting Authority may require guarantees or other security acceptable to the Contracting Authority from tenderers. To be detailed in the Invitation to Tender.

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

To be detailed in the Invitation to Tender.

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

Subject to status and involvement of the parties, the Contracting Authority may require parties to commit to joint and several liability in respect of the Contract. Alternatively, the Contracting Authority may expect the lead operator to take total responsibility. The Contracting Authority may require collateral warranties, parent company guarantees and / or performance bonds (as applicable) to be entered into by the economic operators.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: To be detailed in the contract documentation.
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: The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the Invitation to Tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the Invitation to Tender documents.
Minimum level(s) of standards possibly required: The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the tender documentation.
Minimum level(s) of standards possibly required:
The requirements will be consistent with those permitted under Directive 2004/18/EC and will be detailed in the tender documentation.
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
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:

PRN239

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

17.4.2015 – 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 of tenders

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 cost of responding to the invitation and participation in the procurement process generally will be borne solely by each economic operator participating. Economic operators should note that the Contracting Authority reserves the right to cancel this procurement process at any stage. Any expenditure, work or effort undertaken prior to the contract award is at the sole risk of the economic operator participating in this procurement process. All discussion and correspondence will be deemed strictly “subject to contract” until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of the parties. any date given in Section IV above is a best estimate at the time despatch. The Contracting Authority reserves the right to extend any such date. Further to section IV.1.2) restricted to (6) economic operators. The estimated value of the works contract to which this notice relates falls below the relevant financial threshold under Directive 2004-18-EC (As amended). Neither to publication of this notice nor the employment of any particular terminology or any other indication shall be taken to mean that the Contracting Authority intends to hold itself bound by Directive 2004-18-EC ( As amended) as implemented by the Public Contracts Regulation 2015.
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:

27.3.2015

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