ICT Change Management Partner for Sandwell Council

ICT Change Management Partner for Sandwell Council

Lot 1 (Mandatory) – Implementation Change Partner (ICP). The council recognises that a new ICT system alone will not meet the Council’s objectives.

United Kingdom-Oldbury: Industry specific software package

2015/S 042-072485

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Sandwell Metropolitan Borough Council
Sandwell Council House, Freeth Street
Contact point(s): Corporate Procurement Service
For the attention of: Carol Wintle
B69 3DB Oldbury
UNITED KINGDOM
Telephone: +44 1215692817
E-mail: carol_wintle@sandwell.gov.uk

Internet address(es):

General address of the contracting authority: www.sandwell.gov.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

Regional or local authority

I.3)Main activity

General public services
Social protection
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:

Adults & Children’s ICT Change Management Partner (Including Software/Hardware).

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 UKG3

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 Council is seeking to procure a new ICT Case Management System for the Adults and Children’s Services functions. The procurement of this system will be under a single contract but will consist of 3 Lots. Two of the Lots are mandatory and the third will be optional.
Lot 1 (Mandatory) – Implementation Change Partner (ICP). The council recognises that a new ICT system alone will not meet the Council’s objectives and in order to ensure the system is embedded effectively, used efficiently to its full capacity to enable staff using the system to manage cases effectively and efficiently, it is seeking an experienced ICP to assist with the transition of the new system and support the implementation of the new software solution and hardware. The ICP will be required to understand the processes of both the Adults and Childrens Social Care Departments, and engage with the officers of these and other relevant departments to deliver the key outcomes of the authority. The ICP must take a holistic view of the process and provide the support and guidance needed to deliver the outcomes identified for a successful implementation. The ICP will need to provide relevant training and support packages to officers to assist them in using the software and hardware and developing their learning, it is therefore a requirement that the ICP Provider must be experienced in having worked previously with a software provider or a similar provider and must fully understand the software package and procedures for a successful implementation.
Lot 2 (Mandatory) – Software package. The Council is looking for an innovative user friendly ICT system solution for Adults and Children Social Care departments. The successful solution must deliver the Council’s key outcomes and requirements in line with legislation, regulations and guidance including but not limited to the Childcare Act 2006, Care Act 2014 and Data Protection Act 1998. This system will need to be able to share data effectively between professional organisations and departments. The Council will consider all system types and wishes to explore the benefits of a hosted solution or a Cloud based solution. The solution should fully facilitate and support agile working. The software must deliver the outcomes for both the Adults and Children’s departments. The new software will need to be compatible with the Council’s Corporate ICT infrastructure and must also work with the software systems currently used by the Adults and Children’s departments.
Lot 3 (Optional) – Hardware. This Lot is optional. The Council is looking for the supply of end user devices that would ensure that staff within Adults and Children Social Care can make best use of the business applications supplied under Lot 2. The Council is looking for a mixed method of hardware that will support the working methods of the Officers, including agile and mobile working. The Council is open to negotiations on maintenance of these devices. The reason why this Lot is optional and not mandatory is that the council will only award a contract under this Lot if it represents value for money and provides added value to the overall solution (Lot 1 and Lot 2) compared with procuring hardware through alternative procurement arrangements.
In relation to the lots bidders must apply for Lot 1 and Lot 2 and only Lot 3 is optional.

II.1.6)Common procurement vocabulary (CPV)

48100000, 48000000, 72000000, 72200000, 72210000, 72220000, 72250000, 72260000, 72500000, 80533000, 44316400, 48800000, 48900000,72100000, 72300000, 72600000, 79000000, 79400000, 85320000, 48100000, 48810000, 72610000

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: yes
Tenders may be submitted for all lots

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:

Lot 1 Implementation Change Partner
Lot 2 Software Package
Lot 3 Hardware.
Estimated value excluding VAT:
Range: between 4 000 000 and 9 000 000 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: 120 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Implementation Change Partner (ICP)

1)Short description

Lot 1 (Mandatory) – Implementation Change Partner (ICP). The council recognises that a new ICT system alone will not meet the Council’s objectives and in order to ensure the system is embedded effectively, used efficiently to its full capacity to enable staff using the system to manage cases effectively and efficiently, it is seeking an experienced ICP to assist with the transition of the new system and support the implementation of the new software solution and hardware. The ICP will be required to understand the processes of both the Adults and Children’s Social Care Departments, and engage with the officers of these and other relevant departments to deliver the key outcomes of the authority. The ICP must take a holistic view of the process and provide the support and guidance needed to deliver the outcomes identified for a successful implementation. The ICP will need to provide relevant training and support packages to officers to assist them in using the software and hardware and developing their learning, it is therefore a requirement that the ICP Provider must be experienced in having worked previously with a software provider or a similar provider and must fully understand the software package and procedures for a successful implementation.

2)Common procurement vocabulary (CPV)

72600000, 72000000, 72200000, 80533000, 72210000, 72220000, 72250000

3)Quantity or scope

The scope will be left to negotiation, the authority are not looking for more than three years including extension.
Estimated value excluding VAT:
Range: between 1 000 000 and 2 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)

5)Additional information about lots

This is an innovative contract where no specification can be drafted that will enable participants to bid on the services required as some of the requirements are as yet unknown. Input from Market Specialists is required to enable the Authority to fully establish its requirements and this will be undertaken by the process of negotiation. This negotiation is crucial to the establishment of the specification.

Lot No: 2Lot title: ICT Software Provider

1)Short description

The Council is looking for an innovative user friendly ICT system solution for Adults and Children Social Care. The successful solution must deliver the Council’s key outcomes and requirements in line with legislation, regulations and guidance including the Childcare Act 2006, Care Act 2014 and the Data Protection Act 1998. This system will need to be able to share data effectively between professional organisations and departments. The Council will consider all system types and wishes to explore the benefits of a hosted solution or a Cloud based solution. The solution should fully facilitate and support agile working. The software must deliver the outcomes for both the Adults and Children’s Social Care departments. The new software will need to be compatible with the Council’s Corporate ICT Software and must also work with the software systems currently used by the Adults and Children’s departments.

2)Common procurement vocabulary (CPV)

48000000, 72000000, 48100000, 48000000, 72500000

3)Quantity or scope

The scope of the contract will be for a maximum of 10 years, this will be negotiated, the Council will be looking for a break in the period of 10 years. The costs are estimated to be in the region of GBP 6 000 000 for the whole project subject to negotiation, terms and contract length. This figure is given as a guide only. The costs can only be estimated at this point and in no way represent the exact amount that will be spent on this project.
Estimated value excluding VAT:
Range: between 2 500 000 and 6 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

This is an innovative contract where no specification can be drafted that will enable participants to bid on the services required as some of the requirements are as yet unknown. Input from Market Specialists is required to enable the Authority to fully establish its requirements and this will be undertaken by the process of negotiation. This dialogue is crucial to the establishment of the specification.

Lot No: 3Lot title: Hardware

1)Short description

Lot 3 (Optional) – Hardware. This Lot is optional. The Council is looking for the supply of end user devices that would ensure that staff within Adults and Children Social Care can make best use of the business applications supplied under Lot 2. The Council is looking for a mixed method of hardware that will support the working methods of the Officers including agile and mobile working. The Council is open to negotiations on maintenance of these devices. The reason why this Lot is optional and not mandatory is that the council will only award a contract under this Lot if it represents value for money and provides added value to the overall solution (Lot 1 and Lot 2).

2)Common procurement vocabulary (CPV)

44316400

3)Quantity or scope

The scope of the contract will be 1 year, subject to negotiation. The costs are estimated to be in the region of between GBP 500 000 and GBP 1 000 000 for the whole project cost subject to negotiation, terms and contract length.
This figure is given as a guide only. The costs can only be estimated at this point and in no way represent the exact amount that will be spent on this project.
Estimated value excluding VAT:
Range: between 500 000 and 1 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 36 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As detailed within the procurement documentation.

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

As detailed within the procurement documentation.

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

As detailed within the procurement documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed within the procurement 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: As detailed within the procurement documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed within the procurement documentation.
Minimum level(s) of standards possibly required: As detailed within the procurement documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed within the procurement documentation.
Minimum level(s) of standards possibly required:
As detailed within the procurement 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

Accelerated negotiated
The Council is procuring a new Adults and Children’s ICT system and ICP because the continued use of the current system no longer meets service requirements and therefore presents a potential risk to the quality of service provision to vulnerable adults and children.
Specifications cannot be established with sufficient precision to permit the award of the contract using the open procedure or the restricted procedure.

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 4
Objective criteria for choosing the limited number of candidates: (1) Following evaluation of the pre-qualification questionnaire, the Authority will invite the top scoring 4 Bidders to participate in negotiations, provided there are a sufficient number of suitable Bidders to select.
(2) The Authority will issue the Invitation to Negotiate (ITN) to the top scoring 4 Bidders, who will then engage in first stage negotiations meetings with the Authority.
(3) After the first stage negotiations meetings the Bidder will submit their response to the ITN.
(4) Once the Authority has assessed the responses to the ITN it will provide feedback to the bidders on their scores in relation to boths Lots.
(5) It is important to note that if Bidders fail to meet the minimum threshold for Lot 1 AND Lot 2 (mandatory Lots) at any stage they will be eliminated from the competition.
(6) If two or more Bidders fails to meet the minimum threshold (based on objective criteria) for Lot 1 OR Lot 2 (mandatory Lots) ALL Bidders subject to para (5) above will be given an opportunity to forward a revised ITN response within 28 days.
Note if the revised proposal results in a change to a consortium member, any new member of a consortium will have to be reassessed in relation to the pre-qualitative criteria; if the pre-qualitative criteria are NOT MET the Bidder will be eliminated from the competition.
The Authority may also wish to enter into further first stage negotiation meetings within the 28 days period. The revised ITN response will be assessed against the original objective criteria. If any Bidder fails to meet the minimum threshold (based on the objective criteria) for Lot 1 OR Lot 2 at this stage they will be eliminated from the competition.
(6) At the end of Stage 1 negotiation meetings and when all Bidders have submitted their responses to the ITN (or at the end of the extended stage as set out above), the Authority will shortlist 2 Bidders who will be invited to continue negotiations (stage two negotiations) with the Authority leading to the submission of Best and Final Tender
The aim of the above process is to create a fair mechanism that ensures healthy competition is maintained at the early stages of the procurement process.
Examples of Elimination /shortlisting
Example 1
Following the assessment of the ITN by the Authority: Bidder 1 + Bidder 2 pass both Lot 1 and Lot 2, however Bidder 3 fails Lot 1 and Bidder 4 fails Lot 2, this means 2 or more Bidders have failed more than one Lot. All the Bidders will be given individual feedback on their scores and will then be given 28 days to revise/ enhance their bids including Bidders 1 and 2. The top scoring 2 Bidders will be taken through to stage 2.
Example 2
Following the assessment of the ITN by the Authority: Bidders 1, 2 and 3 pass both Lot 1 and 2 and Bidder 4 fails Lot 1, Bidder 4 will be eliminated from the process with no opportunity to revise or enhance the bid; this is because 3 Bidders have remained in the process after stage 1 therefore there is healthy competition. The top scoring 2 Bidders will be taken through to stage 2.
Example 3
Following the assessment of the ITN by the Authority: If a Bidder fails both Lots at stage 1 they will be eliminated from the process. A Bidder that fails both Lots at Stage 1 will never be given an opportunity to revise or enhance their bid.
Example 4
Following the assessment of the ITN by the Authority: Bidder 1 and Bidder 2 passes both Lots (Lot 1 and Lot 2) and Bidder 3 fails Lot 1 and Bidder 4 fails Lot 2; after feedback has been given on their scores all Bidders will be given 28 days to revise and enhance their bids including Bidders 1 and 2. Bidder 1 revises their ITN so a new partner joins their consortium. The new partner must be reassessed on the pre-qualitative criteria (PQQ). If the new partner fails the PQQ Bidder 1 will be eliminated. If they pass the PQQ, Bidder 1 will be assessed to establish whether they will be shortlisted to proceed to stage 2. The top scoring 2 Bidders will be taken through to stage 2.

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 yes
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

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: 20.3.2015 – 12:00
Payable documents: no

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

23.3.2015 – 12:00

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

20.4.2015

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

Date: 1.6.2015 – 12:00
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 authority will host a bidders on Friday 10.4.2015. All interested bidders are invited to attend to find out more about the authorities requirements and to discuss in an open and closed forum.
This is an innovative contract where no specification can be drafted that will enable participants to bid on the services required as some of the requirements are as yet unknown. Input from Market Specialists is required to enable the Authority to fully establish its requirements and this will be undertaken by the process of negotiation. This dialogue is crucial to the establishment of the specification
Duration
The Council is utilising the negotiated procedure to be able to negotiate with Bidders i.e. the market specialists, in order to formulate a specification and contract. One area of negotiation will be the duration of individual Lots. The durations specified in this OJEU are the maximum duration. The Council will be looking for a reasonable break within the duration however would like to leave this to negotiation with Bidders so bidder can put forward appropriate durations (subject to the maximum periods specified in this OJEU) as part of their solution.
Lots
Lot 1 and Lot 2 is mandatory, for a bid to be a compliant bid, Bidders must submit a bid for both Lot 1 and Lot 2. Lot 3 is optional; Bidders do not have to submit a bid for Lot 3.
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:

25.2.2015

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