Supply and Management of an Asset Management System

The Authority is looking to appoint a 3^rd party to provide and continuously support an IT solution to electronically track assets; produce and record asset details, maintenance, tests, defects and whole life information for a variety of assets and be accessible to all staff.

United Kingdom-Durham: Software package and information systems

2015/S 182-330347

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

County Durham and Darlington Fire and Rescue Service
VAT 178178130
Service HQ, Belmont Business Park
For the attention of: Janice Alderslade
DH1 1TW Durham
UNITED KINGDOM
Telephone: +44 1913755560
E-mail: jalderslade@ddfire.gov.uk

Internet address(es):

General address of the contracting authority: https://www.ddfire.gov.uk/

Address of the buyer profile: https://uk.eu-supply.com/ctm/Supplier/CompanyInformation/Index/33150

Electronic access to information: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13509&B=BLUELIGHT

Electronic submission of tenders and requests to participate: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13509&B=BLUELIGHT

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

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: yes

North Yorkshire Fire and Rescue Service
Headquarters Northallerton Business Park, Thurston Road, North Yorkshire
DL6 2ND Northallerton
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

The Supply and Management of an Asset Management System.

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
Main site or location of works, place of delivery or of performance: Durham.

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)

County Durham and Darlington Fire and Rescue Service (CDDFRS) and North Yorkshire Fire and Rescue Service (NYFRS) have broadly similar requirements and are working collaboratively on a joint procurement to deliver an asset management package deployed as 2 separately hosted systems across both services. CDDFRS are hosting the procurement opportunity on behalf of NYFRS. The Authority is looking to appoint a 3^rd party to provide and continuously support an IT solution to electronically track assets; produce and record asset details, maintenance, tests, defects and whole life information for a variety of assets and be accessible to all staff.

Each Service currently maintains data totalling approximately 40 000 records. This includes associated weekly, monthly, quarterly and annual test data. At present, the approximate allocation of this is: CDDFRS — 16 000, NYFRS — 23 000. Both Services operate systems of planned preventative maintenance and periodic testing (standard tests) on various assets owned by them. A range of asset information is recorded utilising various recording systems that can be broadly considered as:
— Microsoft SharePoint system,
— Microsoft Excel, Access and Word documents,
— Paper based documents.
The list above is not exhaustive and there may be other systems which the Services may wish to interface with in the future. Suppliers are required to identify and explain how their Asset Management System (AMS) can interface with other common IT platforms. The AMS specification is to be evaluated as part of the tender process, including information and plans with time scales identified as set out in ITT documentation. The contract opportunity includes a requirement, where appropriate, that during the provision and installation of the Asset Management System that the Tendering organisation works closely with the Authority’s IT department and Contractors in delivering this requirement. Acceptance tests will be performed by both CDDFRS and NYFRS.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72000000, 72200000, 72210000, 72212000, 72212720

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: 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:

Estimated value excluding VAT:
Range: between 160 000 and 180 000 GBP

II.2.2)Information about options

Options: no

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 1.2.2016. Completion 31.1.2019

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:

Finance conditions and payment arrangements will be made in accordance with 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:

Groupings of bidders may be required to form a separate limited liability company or other legal form and/or that one takes full responsibility and/or liability and/or that each takes joint and several liability. Please note that the Contracting Authority are looking for a prime contractor to deliver all the requirements.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the invitation to tender documentation available on the portal.

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: In accordance with Article 57 of Directive 2014/24/EU and Regulations 57 of the Public Contract Regulations 2015 and as set out in the pre-qualification questionnaire(PQQ) available on the portal.
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire (PQQ) available on the portal.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Article 57 of Directive 2014/24/EU and Regulations 57 of the Public Contract Regulations 2015 and as set out in the pre-qualification questionnaire(PQQ) available on the portal.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire (PQQ) available on the portal.

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

Restricted

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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: As set out in the pre-qualification questionnaire (PQQ) available on the portal.

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:

21677-2

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

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: 16.10.2015 – 12:00
Payable documents: no

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

19.10.2015 – 12:00

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

6.11.2015

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

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 tender opportunity is being advertised on the blue light portal. Organisations can register electronically for the documents which are ready for download via the blue light portal.

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: The Contracting Authority will incorporate a standstill period at the point information of the award of the Contract is communicated to bidders. 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 the unsuccessful bidders to EN Standard Form 02 Contract notice 12/16 challenge the award decision before the Contract‘s entered into. The Public Regulations 2015 provide the aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales, and Northern Ireland).

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

VI.5)Date of dispatch of this notice:

14.9.2015