Provide Software Services and Consultancy

Provide Software Services and Consultancy

The HRA are seeking a supplier to maintain or improve upon the current service provision and to engage in a collaborative technical partnership.

United Kingdom-Leeds: Software-related services

2015/S 213-389188

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Health Research Authority
c/o Department of Health, 2W53 Quarry House, Quarry Hill
Contact point(s): Rick Webb
LS2 7UE Leeds
UNITED KINGDOM
E-mail: rick.webb@dh.gsi.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-of-health

Address of the buyer profile: https://www.gov.uk/government/organisations/department-of-health/about/procurement

Electronic access to information: https://www.gov.uk/government/organisations/department-of-health/about/procurement

Electronic submission of tenders and requests to participate: https://www.gov.uk/government/organisations/department-of-health/about/procurement

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 Department of Health’s eTendering portal, the Business Management System (‘BMS’). See Section VI.3)
c/o Department of Health, 2W53 Quarry House, Quarry Hill
For the attention of: Rick Webb
LS2 7UE Leeds
UNITED KINGDOM
Internet address: https://www.gov.uk/government/organisations/department-of-health/about/procurement

Tenders or requests to participate must be sent to: The Department of Health’s eTendering portal, the Business Management System (‘BMS’). See Section VI.3)
c/o Department of Health, 2W53 Quarry House, Quarry Hill
Contact point(s): Rick Webb
Leeds
UNITED KINGDOM
Internet address: https://www.gov.uk/government/organisations/department-of-health/about/procurement

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Health

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:

ITT60042 Health Research Authority Principal Operational Systems: Development, Maintenance and Support.

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 UK

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)

1. The services are currently being provided by a technical partner. This contract ends at the end of March 2016.
2. The Health Research Authority (‘HRA’ or ‘Authority’) requires a technical partner to continue to supply services from 1.4.2016.
3. The HRA strategy to secure long-term objectives through the stable provision of quality services requires a contract of 3 to 5 years’ duration.
1. Overview.
1.1. The HRA are seeking a supplier to maintain or improve upon the current service provision and to engage in a collaborative technical partnership. This service will be delivered by named personnel. The assigned team will have demonstrable expertise in the various underlying technologies as well as demonstrable ability to operate in the health research landscape.
1.2. The supplier will need to propose and implement a knowledge transfer strategy that minimises the direct impact on HRA staff.
1.3. The supplier will need to propose and implement a migration strategy that minimises both disruption and the direct impact on HRA staff. They will be required to inherit and effectively deliver any work that is ‘in flight’ at the point the contract is awarded.
1.4. The service provider will apply rigorous quality assurance and control standards, the operation of which will be fully transparent and open to full inspection by the HRA’s own Quality function. They will conform to HRA/DH policies, procedures and standards that may be applicable (e.g. data security).
1.5. The service provider will manage the day to day relationship with the HRA’s selected infrastructure provider and interact effectively and in a spirit of partnership with HRA delivery and project management personnel and analysts.
1.6 The supplier will be required to deliver an IT Security Plan, a Business Continuity and Disaster Recovery Plan and an Exit Plan within a defined timeframe from contract award.
2. Systems/Portals/Sites
2.1. There are two principal systems, IRAS and HARP, and six supplementary systems/portals/sites that will be covered by the service:
2.1.1 IRAS: a web based system for applying for the permissions and approvals for health and social care/community care research in the UK.
2.1.2 HARP: a web based management information system used by the HRA, the Social Care REC and the Devolved Administrations for all research ethics applications that require NHS REC review. HARP is used to manage the process of booking applications onto REC committees; recording and measuring the time taken to award decisions, produce correspondence, manage meetings and contacts, and produce research summaries. HARP is also used to manage the HRA Approval process.
2.1.3 CAG (Assessment Review Portal): a web based management information system used by the HRA for all CAG applications. CAG is used to store application documents, manage the recording and measuring time taken to award decisions, produce correspondence, and manage meetings and contacts.
2.1.4 TOPS: a web based management information system managed by the HRA that aims to prevent participants from taking part too frequently in trials of new medicines.
2.1.5 HRA Approval Portal: links to HARP and allows non-HRA staff to view study data and associated documentation.
2.1.6 Committee Members Portal: links to HARP and allows REC Committee Members to view study data and associated documentation.
2.1.7 Decisions Tool Website: static web page containing information/guidance relating to IRAS.
2.1.8 GFI: an intermediary system designed to allow full electronic submission between IRAS and external systems by providing a set of web services.
3. Services to be provided will include:
3.1. Custom software development..
3.2. Technical architecture management, including software architecture design.
3.3. Production, maintenance and enhancement of Technical documentation.
3.4. Software QA and QC.
3.5. Software development process management.
3.6. Software project management.
3.7. Issue tracking and task management software (JIRA or equivalent) hosting.
3.8. Development and testing environment provision and management.
3.9. Software deployment management.
3.10. 24/7 Windows server support and maintenance.
3.11. Microsoft Internet Information Services administration.
3.12. Firewall management.
3.13. Provision, management and maintenance of source control (Microsoft TFS) infrastructure.
3.14. 1st line help desk support.
3.15. Helpdesk VoIP/telephony infrastructure.
3.16. 2nd and 3rd line support.
3.17. Systems availability monitoring.
3.18. SQL Server database administration and performance tuning.
3.19. Additional professional services as required on an ad hoc basis.
4. Technology Expertise/Support required:
4.1. Microsoft Windows Server 2088 to 2012.
4.2. Microsoft IIS.
4.3. Microsoft SQL Server 2008 to 2012.
4.4. Microsoft Transact SQL (T-SQL).
4.5. Microsoft ASP.NET (VB.NET).
4.6. Microsoft ASP.NET (C#).
4.7. Microsoft MVC Web API.
4.8. Microsoft Windows Forms.
4.9. Microsoft Windows Services.
4.10. ADO.Net
4.11. Microsoft Entity Framework 4.
4.12. Telerik AJAX controls.
4.13. HTML.
4.14. XML.
4.15. Twitter Bootstrap.
4.16. Javascript.
4.17. JQuery.

II.1.6)Common procurement vocabulary (CPV)

72260000, 72200000, 72250000, 72400000, 48200000, 48600000, 48800000

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: 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:

See the Invitation to Tender (ITT) for further details.
The available budget in each given year is capped at 1 000 000 GBP. Tenders exceeding this budget are unaffordable, and will therefore be excluded.
Estimated value excluding VAT:
Range: between 3 000 000 and 5 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial contract runs for a period of 3 years from 1.4.2016 until 31.3.2019. There are options to extend the contract for 2 periods of up to 12 months each at the HRA’s sole discretion. The upper cost estimate provided in Section II.2.1 above is the maximum sum available for the full 5 years, including the available extension options.
The Authority reserves the right to commission additional services from the supplier, which shall include any project or ancillary goods, works or services relating to the development, maintenance and support of the Authority’s systems.
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: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Starting 1.4.2016. Completion 31.3.2021

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The HRA may, at its sole discretion, require the Tenderer to provide (or confirm that it shall provide) a Guarantee or a Performance Bond. Refer to the Invitation to Tender (ITT) for further details.

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

Refer to the Invitation to Tender (ITT) for further details.

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

Tenders will be accepted from groupings of economic operators (consortia) and each grouping should explain how they envisage the consortia to operate. The Authority reserves the right to require groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted.

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: Refer to the Invitation to Tender (ITT) for further details.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Refer to the Invitation to Tender (ITT) for further details.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Refer to the Invitation to Tender (ITT) for further details.
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
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:

ITT 60042: HRA Principal Operational Systems – Development, Maintenance and Support.

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

Prior information notice

Notice number in the OJEU: 2015/S 158-290882 of 18.8.2015

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

27.11.2015 – 14:00
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

in days: 90 (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: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 3-5 years.

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

Any questions regarding this ITT must be sent to the HRA using BMS (online messages). All questions must be received by the deadline for questions which is 13 November, 2015 at 14:00.

This procurement exercise will be completed via the Department of Health’s eTendering portal, the Business ManagementSystem (‘BMS’). Potential Bidders should visit https://www.gov.uk/government/organisations/department-of-health/about/procurement to register on BMS and download instructions on how to respond to this opportunity.

BMS will contain documentation for download and submission when completed. All final responses must be submitted using BMS. The BMS reference number for this exercise is 60042.

If you require assistance, please contact the Supplier Helpdesk on +44 1132545777 or supplier.helpdesk@dh.gsi.gov.uk

This helpdesk is available 10:00 to 16:00, Monday to Friday excluding Bank Holidays.
Please note that the duration specified in section II.3 includes the optional extension.
The Health Research Authority (HRA) is an arm’s length body of the Department of Health (DH). The HRA is tendering for this requirement with support from DH commercial resources, including the use of DH e-tendering systems. As a consequence, the details provided in Section I.1) refer to DH contact details, buyer profiles and tendering portals. For the avoidance of doubt, the Contracting Authority for the purposes of this tendering exercise is the Health Research Authority.
The Authority reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time, or to procure the subject matter of the contract by alternative means if it appears that it can be more advantageously procured by alternative means. The Authority may, at its sole discretion, modify the ITT by amendments in writing; extend the deadline for receipt of Tender Responses; or open 1 or more additional rounds of tendering.
The most economically advantageous or any tender will not automatically be accepted.
Tenders and all supporting documentation for the contract must be priced in sterling and written in English. Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts.
The Transfer of Undertakings (Protection of Employment) Regulations 2006 (SI 2006/246) does not apply to this procurement as the services are currently provided by an organisation based in Bulgaria. The current service provider has confirmed that staff who currently perform the service will be redeployed and would not transfer to a new provider of the Services.

In accordance with the Government’s policies on transparency, potential bidders should note that the Authority intends to publish the Invitation to Tender (ITT) document. The Authority also intends to publish any contract awarded, subject to possible redactions at the discretion of the Authority. Further information on transparency can be found at: http://www.cabinetoffice.gov.uk/resource-library/guidance-transparency

The costs of responding to the invitation to tender and participation in the procurement will be borne by each applicant.
All discussion and correspondence will be deemed strictly subject to contract until the formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.
The dates given in sections II.2.1 and II.3 are a best estimate at the time of despatch.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a standstill period at the point information about the actual award of the contract is communicated to tenderers.
That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court.

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

High Court
WC2A 2LL London
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

30.10.2015

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