Sefton Council Outsourced ICT Service Contract

Sefton Council Outsourced ICT Service Contract

To deliver ICT Services across the transformed estate.

United Kingdom-Bootle: IT services: consulting, software development, Internet and support

2017/S 242-503219

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Sefton Council
7th Floor Merton House, Stanley Road
L20 3UU
United Kingdom
Contact person: Mr Chris Magee
Telephone: +44 1519344069
NUTS code: UKD7Internet address(es):Main address:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


The Provision of ICT Services

Reference number: DN313584

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Sefton Council currently has an outsourced ICT Service and is now seeking to re-procure this contract with effect from 1.10.2018. The Council is currently undergoing a transformation of its ICT estate and the successful provider will be required to deliver ICT Services across the transformed estate.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKD7

II.2.4)Description of the procurement:

Sefton Council requires a service provider to deliver a range of ICT services to and on behalf of the organisation. The ICT service will operate primarily from Bootle, Merseyside with ad-hoc requirements to visit other sites with tin the Sefton Metropolitan Borough as required.

The Council currently has 2,500 ICT users, the majority of which are located in the south of the borough (Bootle) and the north of the borough (Southport), with the remainder spread out across various sites in between.

As with all local authorities the Council continues to face significant budget reductions and it is anticipated that its ICT users will reduce by approximately 400 by 2020/21 to 2100. Although the number of direct ICT users will decrease, the Council is committed to developing its ICT and digital engagement with its partners, residents and business community.

The Council’s ICT services have been provided from 2008, by an external provider. In order to inform this procurement the Council has undertaken a fundamental review of its current and future ICT requirements that reflect its ambition, current ICT estate and the objectives of it’s Framework for Change programme.

In doing so the Council has also defined its requirements in respect of performance management, governance, staff transfer and invoicing and pricing. It is against these core activities that tenderers and their bids will be evaluated.

The Council has identified the following 3 elements for the service that it wishes to procure from 1.10. 2018:

— Core operational services,

— Ad-hoc operational services,

— Schools ICT services.

Note: A breakdown of this service requirement is provided within the Council’s selection questionnaire.

Technology Estate.

At the time of writing, the Council (in partnership with the incumbent ICT service provider and an external supplier) is undertaking the first phase of its ICT transformational programme. This programme will be complete by 6.2018. This will lead to the following:

— Procurement of a Microsoft enterprise agreement,

— Implementation of Windows 10 and Office 365,

— Migrating e-mail to Microsoft Exchange Online,

— Establishment of a SharePoint solution and migrate data to SharePoint,

— Set up OneDrive and migrate data to OneDrive,

— Design and rollout of managed desktop services (including build, configuration, and imaging),

— Rationalise the server estate,

— Rationalise databases and data,

— Procurement of cloud hosting,

— Commencement of the migration of servers and applications to cloud and

— Introduction of active directory optimisation and Office 365 tenancy.

The Councils new service provider will be required to take up the responsibility for the management and delivery of these functions as set out.

Engagement with the concil.

The Council requires its new services provider to work in a collaborative manner with its senior officers and members in order that the provision reflects both the business objectives of the Council and also the opportunities that continue to be presented through technology developments.

The Council will facilitate appropriate governance structures to support the delivery of the contract but also requires the successful contractor to engage with the wider organisation and its partners in order that interests are aligned and comprehensive understanding of the aims and objectives of the Council can be made.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The Contract will have a period of 5 years plus 2 x 1 year options. the Council will likely consider approximately 3 years into the contract whether it wishes to offer optional periods to the then incumbent service provider or whether it wishes ot revisit the marketplace.

II.2.9)Information about the limits on the number of candidates to be invited

Maximum number: 3
Objective criteria for choosing the limited number of candidates:

The Council has detailed within its selection questionnaire that it proposes to evaluate all submitted questionnaires across both pass/fail areas and scored questions.

The Council will rank those providers that have passed all pass/fail areas according to the scores gained across scored questions and will seek to identify the top 3 highest scoring ranked bidders to be taken forwarded to the Invitation to Participate in Dialogue (ITPD) Stage.

Once the Council has received initial ITPD submissions from a maximum of 3 bidders and applied the evaluation criteria set out for the ITPD stage, the bids will be scored and ranked, and the Council proposes to enter into a dialogue with the highest ranked 2 bidders.

Following the dialogue stage the Council will invite final proposals from a maximum of 2 remaining bidders.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Council has provided for 2 x 1 year optional periods for consideration following the core 5 years period.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

The successful bidder will, under the agreed form of contract, be required to deliver the service and have performance managed under a set of key performance indicators. The draft form of contract that will be issued through this process will list key performance indicators and the weightings that will be applied to each of them.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive dialogue
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 12/01/2018
Local time: 17:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Dependant upon whether the Council wishes to offer the optional periods or not then assuming the Council wishes to retain this service as an outsourced service in the future then a re-procurement exercise could be undertaken after 4 years of the core contract period.

VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Sefton Council, Legal Services
Magdalen House, Trinity Road
L20 3NJ
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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