Housing Repairs Job Booking and Co-ordination IT System

Housing Repairs Job Booking and Co-ordination IT System

Provision of a Housing Repairs IT solution covering elements including repairs diagnosis, resource scheduling and in-house and external contract management.

United Kingdom-London: Software package and information systems

2015/S 134-248009

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Islington
Third Floor, 7 Newington Barrow Way
For the attention of: Mr Jonathan Clarke
N7 7EP London
UNITED KINGDOM
Telephone: +44 2075273521
E-mail: procurement@islington.gov.uk

Internet address(es):

General address of the contracting authority: http://www.islington.gov.uk/

Address of the buyer profile: http://www.islington.gov.uk/

Electronic access to information: https://www.londontenders.org/procontract/user.nsf/frm_home

Electronic submission of tenders and requests to participate: https://www.londontenders.org/procontract/user.nsf/frm_home

Further information can be obtained from: Islington
Third Floor, 7 Newington Barrow Way
For the attention of: Mr Jonathan Clarke
N7 7EP London
UNITED KINGDOM
Telephone: +44 2075273521
E-mail: procurement@islington.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Islington
Third Floor, 7 Newington Barrow Way
For the attention of: Mr Jonathan Clarke
N7 7EP London
UNITED KINGDOM
Telephone: +44 2075273521
E-mail: procurement@islington.gov.uk

Tenders or requests to participate must be sent to: Islington
Third Floor, 7 Newington Barrow Way
For the attention of: Mr Jonathan Clarke
N7 7EP London
UNITED KINGDOM
Telephone: +44 2075273521
E-mail: procurement@islington.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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:

1516-028 Housing Repairs Job Booking and Co-ordination IT System.

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 UKI

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)

Islington Council is committed to making Islington a fairer place to live and work and an efficient repairs and maintenance service to its residents is a Housing priority.
The repairs service aims to demonstrate a positive impact on our residents’ health and well-being by maintaining properties which are safe and fit for purpose.
Islington Council invites suitable expressions of interest from suppliers for provision of a Housing Repairs IT solution covering elements including repairs diagnosis, resource scheduling and in-house and external contract management.
Current status / Background.
Islington Council has been directly delivering its housing repairs service since August 2014.
Staff working in the in-house repair teams are employed directly by Islington Council. The service also works closely with a number of external contractors that offer support to the service ranging from delivery of jobs specialist jobs, helping the service cope with excessive levels of demand and supplying building materials.
The repairs service delivers approximately 86 000 responsive repairs and 53 000 other jobs covering scheduled, planned, servicing and voids works per year. Each job requires on average 3 photographs to be linked to it electronically through the system. Many of the jobs result in documents being created e.g. electrical or gas safety certificates which have to be stored electronically through the system.
Islington has a council housing stock of approximately 28 800 properties of which approximately 7 500 are leaseholder/Tenant Managed Organisations/Co-operatives.
The requirement
This advertised opportunity is for provision of a hosted IT solution for the housing repairs service. A hosted IT solution needs to be in place to facilitate the efficient and effective delivery of the service by providing functions including assisting call centre staff with correct diagnosis of repairs, enabling real time works allocation, tracking of materials, logging of operatives’ time, co-ordination of jobs issued to our in-house teams and external contractors, calculation of costs and the production of robust performance data.
In order to operate effectively the Housing Repairs IT solution must have the ability and flexibility to integrate effectively with existing council IT systems and those of external partners and contractors IT systems. In addition the solution must provide a fully functional mobile application that staff can use to carry out their duties efficiently and effectively.
The full details of the council’s requirements for the Housing Repairs IT solution are found in the associated specification document. The core functionality of the procured IT solution must be fully operational by the start of the contract period.
Lots.
This contract is being awarded to a single supplier and therefore it is not being divided into lots.
TUPE [Transfer of Undertakings (Protection of Employment) Regulations].
Potential providers must be aware that TUPE may or may not apply to this service. Further details will be available in the invitation to tender.
Contract Period: The contract period will be for 36 months from an estimated start date 12.11.2015 with option to extend up to a further 24 months.
Contract Value: The estimated total value of this contract is 1 218 000 GBP over the maximum 60 months term of the contract. It is anticipated that spend per annum will be higher at the beginning of the contract to reflect the investment during contract mobilisation.
Award criteria.
The contract will be awarded to the Most Economically Advantageous Tender (MEAT) in accordance with the Public Contracts Regulations. MEAT for this contract is quality 50 % and cost 50 %. Further details will be provided in the invitation to tender.
Cost 50 %
Cost made up of:
— Solution Development (25 %)
— Running Costs (20 %)
— Post Implementation Costs (5 %)
— Quality 50 %
Quality made up of:
— demonstrable ability to deliver specification (30 %),
— proposed approach to ensuring your IT solution is successfully integrated, operational and critical developments tested and launched by the deadline of go live roll out date of 30.9.2016. (5 %),
— proposed approach to how you will provide the client with high levels of post implementation support to ensure the smooth operation and continued development of your IT solution including any elements provided by other partners within your IT solution or any other external 3rd parties. (5 %),
— proposed approach to the continued development of your IT solution to ensure it retains and promotes innovation and assists the client to continuously improve its housing repairs service. (5 %),
— proposed approach to how your IT solution will manage data and administrative updates throughout the contract. (5 %).
Further details and break down of the quality criteria are provided in the Invitation to Tender.
Total 100 %
Tenderers should be aware that we reserve the right to request presentations and interviews during the tender process. These will be for verification/clarification purposes of the written submission and demonstration of the IT solution.
Procurement Process.
This contract is over the Official Journal of the European Union (OJEU) threshold. This contract will be procured using the Open Procedure. The Open Procedure means that all bidders who successfully express an interest will automatically be invited to tender and have access to the tender documents. Those who submit a tender and meet the minimum requirements will have their full tender, method statements and pricing evaluated.

II.1.6)Common procurement vocabulary (CPV)

48000000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

Islington Council is committed to making Islington a fairer place to live and work and an efficient repairs and maintenance service to its residents is a Housing priority.
The repairs service aims to demonstrate a positive impact on our residents’ health and well-being by maintaining properties which are safe and fit for purpose.
Islington Council invites suitable expressions of interest from suppliers for provision of a Housing Repairs IT solution covering elements including repairs diagnosis, resource scheduling and in-house and external contract management.
Current status / Background.
Islington Council has been directly delivering its housing repairs service since August 2014.
Staff working in the in-house repair teams are employed directly by Islington Council. The service also works closely with a number of external contractors that offer support to the service ranging from delivery of jobs specialist jobs, helping the service cope with excessive levels of demand and supplying building materials.
The repairs service delivers approximately 86 000 responsive repairs and 53 000 other jobs covering scheduled, planned, servicing and voids works per year. Each job requires on average 3 photographs to be linked to it electronically through the system. Many of the jobs result in documents being created e.g. electrical or gas safety certificates which have to be stored electronically through the system.
Islington has a council housing stock of approximately 28 800 properties of which approximately 7 500 are leaseholder/Tenant Managed Organisations/Co-operatives.
The requirement.
This advertised opportunity is for provision of a hosted IT solution for the housing repairs service. A hosted IT solution needs to be in place to facilitate the efficient and effective delivery of the service by providing functions including assisting call centre staff with correct diagnosis of repairs, enabling real time works allocation, tracking of materials, logging of operatives’ time, co-ordination of jobs issued to our in-house teams and external contractors, calculation of costs and the production of robust performance data.
In order to operate effectively the Housing Repairs IT solution must have the ability and flexibility to integrate effectively with existing council IT systems and those of external partners and contractors IT systems. In addition the solution must provide a fully functional mobile application that staff can use to carry out their duties efficiently and effectively.
The full details of the council’s requirements for the Housing Repairs IT solution are found in the associated specification document. The core functionality of the procured IT solution must be fully operational by the start of the contract period.
Lots.
This contract is being awarded to a single supplier and therefore it is not being divided into lots.
TUPE [Transfer of Undertakings (Protection of Employment) Regulations].
Potential providers must be aware that TUPE may or may not apply to this service. Further details will be available in the invitation to tender.
Contract Period: The contract period will be for 36 months from an estimated start date 12.11.2015 with option to extend up to a further 24 months.
Contract Value: The estimated total value of this contract is 1 218 000 GBP over the maximum 60 months term of the contract. It is anticipated that spend per annum will be higher at the beginning of the contract to reflect the investment during contract mobilisation.
Award criteria: The contract will be awarded to the Most Economically Advantageous Tender (MEAT) in accordance with the Public Contracts Regulations. MEAT for this contract is quality 50 % and cost 50 %. Further details will be provided in the invitation to tender.
Cost 50 %
Cost made up of:
— Solution Development (25 %)
— Running Costs (20 %)
— Post Implementation Costs (5 %)
— Quality 50 %
Quality made up of:
— Demonstrable ability to deliver specification (30 %)
— Proposed approach to ensuring your IT solution is successfully integrated, operational and critical developments tested and launched by the deadline of go live roll out date of 30th September 2016. (5 %)
— Proposed approach to how you will provide the client with high levels of post implementation support to ensure the smooth operation and continued development of your IT solution including any elements provided by other partners within your IT solution or any other external 3rd parties. (5 %)
— Proposed approach to the continued development of your IT solution to ensure it retains and promotes innovation and assists the client to continuously improve its housing repairs service. (5 %)
— Proposed approach to how your IT solution will manage data and administrative updates throughout the contract. (5 %)
Further details and break down of the quality criteria are provided in the Invitation to Tender.
Total 100 %
Tenderers should be aware that we reserve the right to request presentations and interviews during the tender process. These will be for verification/clarification purposes of the written submission and demonstration of the IT solution.
Procurement Process.
This contract is over the Official Journal of the European Union (OJEU) threshold. This contract will be procured using the Open Procedure. The Open Procedure means that all bidders who successfully express an interest will automatically be invited to tender and have access to the tender documents. Those who submit a tender and meet the minimum requirements will have their full tender, method statements and pricing evaluated.
Estimated value excluding VAT:
Range: between 0 and 1 218 000 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: 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:

N/a.

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

N/a.

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

N/a.

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

Information and formalities necessary for evaluating if the requirements are met: As per the invitation to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the invitation to tender.
Minimum level(s) of standards possibly required: As per the invitation to tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the invitation to tender.
Minimum level(s) of standards possibly required:
As per the invitation to tender.
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

Envisaged number of operators: 1
Objective criteria for choosing the limited number of candidates: As per the invitation to tender.

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:

1516-028

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

Prior information notice

Notice number in the OJEU: 2015/S 122-223100 of 27.6.2015

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: 27.8.2015 – 12:00
Payable documents: no

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

28.8.2015 – 12:00

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

10.7.2015

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

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

If you wish to apply for this contract please follow the steps below: Register your company free of charge via the London Tenders Portal. Link:https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm Await acceptance. You will receive an email confirming your user-name and password. Use your user-name and password to log into the London Tenders Portal and express your interest in 1516-028 Housing repairs job booking and coordination IT system. Shortly after you have expressed interest, you will receive a second email containing a link to access the tender documents.

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:

10.7.2015

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