Provide Externally Hosted Management Information Systems

Provide Externally Hosted Management Information Systems

The Royal Borough of Greenwich is seeking an organisation or organisations to deliver externally hosted solutions to replace a number of current Early Help management information systems.

United Kingdom-London: Software package and information systems

2015/S 172-312321

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Royal Borough of Greenwich
35 Wellington Street, Woolwich
For the attention of: William Jabang
SE18 6HQ London
UNITED KINGDOM
Telephone: +44 2089212134
E-mail: procurement@royalgreenwich.gov.uk

Internet address(es):

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

Further information can be obtained from: Royal Borough of Greenwich
1st Floor, The Woolwich Centre, 35 Wellington Street
Contact point(s): Children Services Joint Commissioning Service
For the attention of: Deborah Augustin
SE18 6HQ London
UNITED KINGDOM
Telephone: +44 2089216914
E-mail: childrens-services-procurement@royalgreenwich.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Royal Borough of Greenwich
1st Floor, The Woolwich Centre, 35 Wellington Street
Contact point(s): Children Services Joint Commissioning Service
For the attention of: Deborah Augustin
SE18 6HQ London
UNITED KINGDOM
Telephone: +44 2089216914
E-mail: childrens-services-procurement@royalgreenwich.gov.uk

Tenders or requests to participate must be sent to: Royal Borough of Greenwich
The Woolwich Centre, 35 Wellington Street
Contact point(s): Children Services Joint Commissioning Service
For the attention of: Deborah Augustin
SE18 6HQ London
UNITED KINGDOM
Telephone: +44 2089216914
E-mail: childrens-services-procurement@royalgreenwich.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:

Externally Hosted Early Help and Early Years Management Information Systems.

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

Supplies
Main site or location of works, place of delivery or of performance: UKI21.
NUTS code

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 Royal Borough of Greenwich (RBG) is seeking an organisation or organisations to deliver externally hosted solutions to replace a number of current Early Help management information systems. Namely:
— Early Years and Childcare — the childcare information system which supplies information to professionals, provides the data required to support the Ofsted application and regulatory processes; this system also supports the training offer
— Children’ s Centres with Early Help Case Management — children’s centres client management information system which holds registration information and service take-up information and other case management recording systems.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 48600000

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

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

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more 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:

Delivery of 2 externally management information systems for Children’ Services in respect of Early Help and Early Years. The contract(s) will run initially for 3 years with an option to extend for a further 2 years. The contract is being let in 2 lots.

II.2.2)Information about options

Options: yes
Description of these options: Option to extend the initial contract period by up to 2 years subject to performance and availability of funding.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

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)

Information about lots

Lot No: 1 Lot title: Early Years and Childcare Information Systems

1)Short description

The system will have a core database offering data management tools to support data checking, data feeds from Ofsted and other organisations, creation of statutory returns and data feed into the Royal Greenwich Preventions Directory. Other statutory functions will include gathering information on all past, current and proposed Ofsted registered child-minders within RBG which would enable providers to access their information online. The system will need to manage the Disabled Children and Young People’s Register to fulfil statutory requirements around recording of information for this cohort. Further functions of the system would be Early Years Funding Management, Enquiry Management and assisting in the development of traded service through the recording of training provision details.

2)Common procurement vocabulary (CPV)

48000000, 48100000, 48600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Children’s Centres and Early help Case Management Information System

1)Short description

Using a core data base this system will need to record service user information for Children’s Centres and will include producing management reports. The system will also be required to support Children’s Centres and the Early Help division carry out direct work with families to support parents through the recording of details such as basic demographic information, case histories, recording of contacts and evaluation and impact/outcome information.

2)Common procurement vocabulary (CPV)

48000000, 48100000, 48600000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
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:

Details of any deposits and guarantees required will be set out in the contract documents.

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

Details of any financial conditions required will be set out in the contract documents.

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

In the event of a successful consortium bid, the Council reserves the right to require the consortium to establish a separate legal entity to enter into the contract or for all consortia members of the consortium to accept joint and several liability under the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Further information can be found in the tender information.
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: Further information can be found in the tender documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Further information can be found in the tender documentation.
Minimum level(s) of standards possibly required: Further information can be found in the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further information can be found in the tender documentation.
Minimum level(s) of standards possibly required:
Further information can be found 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
III.3.2)Staff responsible for the execution of the service

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:

SPS 1039

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

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

16.10.2015 – 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

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

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Tender will be opened by authorised Council Officers.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

The Council reserves the right not to award any contract pursuant to this procurement exercise and/or to abandon this procurement exercise at any time and/or award a contract for a part of the services at its sole discretion. The council shall have no liability whatsoever to any applicant or tenderer as a result of it’s exercise of that discretion. For the avoidance of doubt, all costs incurred by any applicant and/or tenderer before signature of any contract with the Council shall be incurred entirely at the applicant’s/tenderer’s risk.
Tenderers are to note that the closing date to request and be issued tender documents is 08.10.2015; closing date for tenderers to ask questions or seek clarifications is 12.10.2015 and closing date for return of completed tender documentation is 12:00 on Friday 16.10.2015.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice, Strand
WC1A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

High Court of England and Wales
WC1A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council will observe a standstill period following the award of the contract and conduct itself in accordance with the Public Contract Regulations 2015.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Cabinet Office
Office 70 Whitehall
SW1A 2AS London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

2.9.2015

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