HSENI Case Management System Tender

HSENI Case Management System Tender

Fully functional Case Management System – Integration with work-flow, TRIM, website, MS Office applications.

United Kingdom-Belfast: Software package and information systems

2016/S 085-151059

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Health and Safety Executive for Northern Ireland
83 Ladas Drive
Contact point(s): ICT Procurement
BT6 9FR Belfast
E-mail: ict.cpd.dfpni.gov.uk

Internet address(es):

Address of the buyer profile: https://etendersni.gov.uk/epps

Electronic access to information: https://etendersni.gov.uk/epps

Electronic submission of tenders and requests to participate: https://etendersni.gov.uk/epps

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

Public order and safety

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.1.1)Title attributed to the contract by the contracting authority:

DETI — HSENI — Case Management System.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services


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 development and implementation of a new replacement HSENI CMS system including the delivery of the following products: — Fully functional Case Management System — Integration with work-flow, TRIM, website, MS Office applications — Mobile integration — usage of mobile devices with system functionality — Reporting tool — generation of reports for staff and a user-friendly reporting module — External interfaces — DARD data, address lookup data, CRO data — Trained users — Complete user and technical documentation on system — Scanning facility of documents — Online forms facility on public website. The system is the primary source of information for management purposes within the organisation and as such the ability to provide reports for management purposes is a critical factor in this remit.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 48800000, 48810000, 48900000, 72000000, 72500000, 72514200

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

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


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:

This contract will start on the Service Commencement Date and will run for an initial period of five (5) years plus five (5) optional extension periods of one (1) year each.
Support and maintenance will commence from the date the system is fully operational and may be extended on an annual basis following the uptake of any optional extension periods. In addition further services may be required to develop additional functionality and facilitate system upgrades.
All optional extensions will be subject to review and satisfactory performance assessment by HSENI.
Charges in respect of additional services will be in-line with the current Terms and Conditions of contract and agreed Pricing Schedule and will only be increased using the price indexation after the initial contract period.
Prior to the expiry of the final year’s extension period, HSENI will assess whether the solution is still fit for purpose and meets the organisation’s needs. Subject to this approval and obtaining the additional budget, HSENI may extend the contract for further rolling period(s) of up to 1 year, at the end of which, a further review will take place prior to a further extension commencing. Each extension period will incorporate the support, maintenance and upgrade/enhancement of the solution.
Estimated value excluding VAT:
Range: between 400 000 and 450 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: This contract will start on the Service Commencement Date and will run for an initial period of five (5) years plus five (5) optional extension periods of one (1) year each.

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:

As per Tender Documents.
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

Information and formalities necessary for evaluating if the requirements are met: As per Tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per 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

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:


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


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

8.6.2016 – 15:00
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


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

Date: 8.6.2016
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: CPD ICT Procurement Staff.

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

This contract will not be divided into Lots as the Authority requires a single contractor (or consortia) to manage the entire Service.
It will be necessary for the Economic Operator with the highest scoring compliant bid to verify some technical requirements by way of a verification exercise. Requirements that need to be verified are highlighted in the Specification document.
The demonstration will take place in:
Health and Safety Executive for Northern Ireland, 83 Ladas Drive, Belfast, BT6 9FR.
This demonstration must take place within 2 weeks of a request from CPD to hold such a verification exercise.
The Economic Operator invited will bear any costs for providing the demonstration.
In the event that any Mandatory Requirement (MR) is amended to a Fail following the verification exercise, the Economic Operator will be considered eliminated from the tender exercise and the next highest scoring Economic Operator will be asked to undertake verification.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: CPD will comply with the Public Contracts Regulations 2015 and where appropriate, will incorporate a standstill period (i.e. a minimum of 10 calendar days) at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. This provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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