eProcurement Solutions Invitation to Tender

eProcurement Solutions Invitation to Tender

The Framework will offer customers access to a number of comprehensive eProcurement web-based solutions and will be split into seven distinct modules.

United Kingdom-Leicester: Procurement software package

2018/S 203-462521

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

ESPO
Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
United Kingdom
Contact person: Samantha Hulcoop
Telephone: +44 1162944021
E-mail: tenders@espo.org
NUTS code: UKF21
Internet address(es):Main address: www.espo.org

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.espo.org
Additional information can be obtained from another address:
The Invitation to Tender documentation can only be requested directly from tenders@espo.org
Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
United Kingdom
Contact person: Ms Samantha Hulcoop
E-mail: tender@espo.org
NUTS code: UKF21Internet address(es):Main address: www.espo.org
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

Other activity: Local Authority Services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

774_18 eProcurement Solutions

II.1.2)Main CPV code

48490000

II.1.3)Type of contract

Services

II.1.4)Short description:

ESPO is seeking to establish a Framework Agreement with a number of service providers for the provision of eProcurement Solutions.

The framework will offer customers access to a number of comprehensive eProcurement web-based solutions and will be split into 7 distinct modules:

— eTendering (including eEvaluation),

— eAuction,

— Dynamic Purchasing System (DPS),

— eContract Management,

— eVendor (Supplier Management),

— Complete eProcurement Solution.

Service providers must be able to deliver the above 6 core modules as a minimum.

The procure-to-pay module is a non-mandatory solution to be delivered through the framework should the service provider offer the module as part of their services.

— Procure-to-Pay (P2P)

The Invitation to Tender documentation can only be requested directly from tenders@espo.org.

II.1.5)Estimated total value

Value excluding VAT: 20 000 000.00 GBP

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
48312000
48613000
48470000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

ESPO is seeking to establish a Framework Agreement with a number of service providers for the provision of eProcurement Solutions.

The framework will offer customers access to a number of comprehensive eProcurement web-based solutions and will be split into seven distinct modules:

— eTendering (including eEvaluation),

— eAuction,

— Dynamic Purchasing System (DPS),

— eContract Management,

— eVendor (Supplier Management),

— Complete eProcurement Solution.

Service providers must be able to deliver the above 6 core modules as a minimum.

The procure-to-pay module is a non-mandatory solution to be delivered through the framework should the service provider offer the module as part of their services.

— Procure-to-Pay (P2P)

The Invitation to Tender documentation can only be requested directly from tenders@espo.org.

ESPO operates an eProcurement portal, through which it usually conducts tender exercises. However, ESPO has determined that the specialised nature of this procurement means that, in order to be able to demonstrate that the confidentiality of tenders has been preserved, the use of electronic means of communication would require specific tools, devices or file formats that are not generally available or supported by generally available applications. Regulation 22(3) of the Public Contracts Regulations 2015 permits ESPO not to use electronic means of communication in these circumstances. Therefore, ESPO shall carry out communication in accordance with regulation 22(4) of the Public Contracts Regulations 2015 and the tender process will be completed outside the portal, through a postal exercise.

In order to submit a tender for this procurement, you are required to submit one paper copy and one electronic copy (i.e. USB “flash” drive), to ESPO prior to the tender closing date and time.

Further details on this process are contained within the Invitation to Tender.

Any communications during the process will be via tenders@espo.org. All Tenderers must regularly check their designated email for updates and have sole responsibility for doing so.

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

Value excluding VAT: 20 000 000.00 GBP

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

Start: 01/01/2019
End: 31/12/2020
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Framework Agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5 includes the option period.

As a Central Purchasing Body as defined by the EU Procurement Directive 2014/24/EU, the Framework Agreement is open for use by Public Bodies (defined at https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf) that also fall into one of the following classifications of user throughout all administrative regions of the UK:

— local authorities,

— educational establishments (including academies),

— central government departments and agencies,

— police, fire and rescue and coastguard emergency services,

— NHS and HSC bodies, including ambulance services,

— registered charities,

— registered social Landlords or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details of the classification of end user establishments and geographical areas are available at: http://www.espo.org/About-us-%281%29/FAQs/Legal

ESPO has established a commercial trading company, ESPO Trading td, whose target clients are third sector organisations such as national and local charities, public sector mutual organisations and other organisations involved in the delivery of services to or for the public sector. The successful supplier will be asked to enter into an additional separate Framework Agreement (the Second Framework) with ESPO Trading Ltd on materially similar terms to that found in the tender pack to be entered into by ESPO itself.

The Second Framework Agreement will be a purely commercial agreement and will, for the avoidance of doubt, not be governed by the Public Contract Regulations 2015 or other public procurement legislation. ESPO Trading Ltd will enter into the Framework Agreement with the successful supplier and make it available to third sector clients who themselves are not required to follow the Public Contracts Regulations 2015 or other public procurement legislation. Accordingly, this is provided for bidders’ information only.

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

An eAuction process may be used to award subsequent call off contracts following the reopening of competition among the parties to the Framework Agreement.

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

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:

This contract will operate on-going contract monitoring procedures following award, to ensure financial stability requirements are maintained.

Credit rating checks will be carried out on a regular basis, using the credit rating agency, Creditsafe Business Solutions Ltd.

Any changes will be assessed (compared with a baseline credit rating score obtained at contract award stage) and significant changes or sustained degradation will be investigated.

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

Open procedure

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

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
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

Notice number in the OJ S: 2018/S 026-056660

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

Date: 16/11/2018
Local time: 17:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 16/11/2018
Local time: 17:00

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:

As a Central Purchasing Body as defined by the EU Procurement Directive 2014/24/EU, the Framework Agreement is open for use by Public Bodies (defined at https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf) that also fall into one of the following classifications of user throughout all administrative regions of the UK:

— local authorities,

— educational establishments (including academies),

— central government departments and agencies,

— police, fire and rescue and coastguard emergency services,

— NHS and HSC bodies, including ambulance services,

— registered charities,

— Registered Social Landlords or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details of the classification of end user establishments and geographical areas are available at: http://www.espo.org/About-us-%281%29/FAQs/Legal

VI.4)Procedures for review

VI.4.1)Review body

ESPO
Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

ESPO will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by ESPO as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2015 (SI 2105 No. 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order for any document to be amended and may award damages, make a declaration of ineffectiveness, order for a fine to be paid, and/or order the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

17/10/2018

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