Supply of CAFM Software to University of Leeds

Supply of CAFM Software to University of Leeds

The University of Leeds intends to procure and implement a new Computer Aided Facilities Management (CAFM) solution.

United Kingdom-Leeds: Software package and information systems

2016/S 079-139939

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

University of Leeds
Woodhouse Lane
Contact point(s): Central Purchasing
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofleeds/aspx/Home

Electronic access to information: https://in-tendhost.co.uk/universityofleeds/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/universityofleeds/aspx/Home

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

Body governed by public law

I.3)Main activity

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:

Computer-Aided Facilities Management (CAFM) Solution.

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

Supplies
Purchase

NUTS code UKE42

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 University of Leeds (UOL) intends to procure and implement a new Computer Aided Facilities Management (CAFM) solution to support the scheduling, delivery, recording, monitoring and reporting of a wide range of facilities management (FM) services to the UOL estate, ensuring the uninterrupted delivery of the UOL’s core educational services.

II.1.6)Common procurement vocabulary (CPV)

48000000

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:

The CAFM solution functionality required by the UOL is considered to be largely standard across the industry and is expected to be readily available through ‘off-the-shelf’ CAFM solutions with little requirement for customisation.
Suppliers shall be aware that the essential functional and non-functional requirements detailed within the ‘Detailed Functional Requirements Specification’ and ‘Detailed Non-Functional Requirements Specification’ are considered to be the minimum standards to be achieved. The solution must enable the following overarching objectives:
1. Minimise the amount of staff/management engagement time required to administer the maintenance operation;
2. Provide comprehensive reporting to all maintenance managers to monitor budgets and improve value for money including the use of dashboard reporting;
3. Allow tracking of work in terms of both time and cost; and
4. Provide Management Information reporting with performance measurement against service criteria (SLA’s) between the University Facilities Directorate and faculties.
Estimated value excluding VAT:
Range: between 1 320 000 and 1 700 000 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: 5
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

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

In the event of a group of Contractors submitting an acceptable offer, it will be necessary for each member of the group to sign an undertaking that each company or firm in the group will be jointly and severably responsible for the due performance of the contract.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Joint or group bidders shall be jointly and severably liable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions:
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 set out in the ‘Pre-Qualification Instructions’ document and PQQ.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the ‘Pre-Qualification Instructions’ document and PQQ.
Minimum level(s) of standards possibly required: As set out in the ‘Pre-Qualification Instructions’ document and PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the ‘Pre-Qualification Instructions’ document and PQQ.
Minimum level(s) of standards possibly required:
As set out in the ‘Pre-Qualification Instructions’ document and PQQ.
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: yes
Reference to the relevant law, regulation or administrative provision:

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: 6
Objective criteria for choosing the limited number of candidates: A higher number of candidates will be reduced down to a maximum of 6 on the scoring methodology provided with the ‘Pre-Qualification Instructions’ document and PQQ.

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 no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Quality. Weighting 80

2. Cost. Weighting 20

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:

Z/2095

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: 23.5.2016 – 12:00
Payable documents: no

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

23.5.2016 – 12:00

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

3.6.2016

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

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

Timetable dates are best estimate at the time of despatch.
The detailed selection and evaluation criteria for the ITT Stage are provided within the ‘Invitation to Tender Letter’ and ‘Instructions to Tender and CAFM Functionality’ documents. Draft ITT documents published with the PQQ for reference. Final version ITT stage documents will be issued to suppliers invited to tender.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079477882
Internet address: http://www.justice.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. The 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. Any appeals should be promptly brought to the attention of the Head of Procurement of the University at the email address specified in Section I.1) and will be dealt with in accordance with the requirements of the Public Contract Regulations 2015.

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

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

VI.5)Date of dispatch of this notice:

20.4.2016

 

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