Supply Housing Asset Management System

Supply Housing Asset Management System

Berneslai Homes is looking to implement an Asset Management System which can be used to efficiently and effectively manage their 18 800 housing stock.

United Kingdom-Barnsley: Software package and information systems

2015/S 228-415279

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Barnsley Metropolitan Borough Council
Town Hall
Contact point(s): Via the YorTender E-Procurement Portal www.yortender.co.uk
S70 2TA Barnsley
UNITED KINGDOM

Internet address(es):

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

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

General public services
Housing and community amenities

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:

Provision of a Housing 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: 10th Floor, Gateway Plaza, Off Sackville St, Barnsley, South Yorkshire, S70 2RD.

NUTS code UKE31

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Berneslai Homes is looking to implement an Asset Management System which can be used to efficiently and effectively manage their 18 800 housing stock. As well as being capable of managing the assets, the solution needs to be provided with a mobile working solution which can continue to operate when there is no data signal (in offline mode). The Asset Management System and / or mobile solution needs to have the ability to enable Berneslai Homes staff to both customise any of the existing forms and create new forms which are used by the mobile workers. The system will need to be integrated to the IT Systems Berneslai Homes use e.g. Northgate Housing, SAP (which is used for Financial Management and Reactive Repairs). NOTE: These systems are owned by Barnsley Metropolitan Borough Council (‘BMBC’).

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): 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:

Project Objectives for the Asset Management System.
Berneslai Homes is looking to implement an Asset Management System which can be used to efficiently and effectively manage their 18 800 housing stock. As well as being capable of managing the assets, the solution needs to be provided with a mobile working solution which can continue to operate when there is no data signal (in offline mode). The Asset Management System and / or mobile solution needs to have the ability to enable Berneslai Homes staff to both customise any of the existing forms and create new forms which are used by the mobile workers.
The system should:
Provide staff with increased confidence in data.
Improve the efficiency of the staff.
Reduce the cost of providing the service.
Comply with all current & future legislation and impacted changes arising from legislative changes to other interfacing systems.
Enable services to be delivered electronically, including via the internet.
Provide comprehensive management and performance information.
Improve business functionality and features.
Show the flexibility to respond to changes in legislation, policies and procedures.
The system will need to be integrated to the IT Systems Berneslai Homes use e.g. Northgate Housing, SAP system (which is used for Financial Management, Reactive Repairs and mobile working for Repair Operatives). NOTE: These systems are owned by Barnsley Metropolitan Borough Council (‘BMBC’).
Summary of Requirements.
Full details of the requirements are provided in the specification. In summary the requirements cover the following:
Key Requirements.
Asset Management Core.
Investment Cost Forecasting.
Decent Homes / Quality Standards.
Energy Assessments & Energy Management.
Asbestos Register.
Auditing and Reporting.
Potential Requirements.
Contractor Management — Programme of Works and Budgets.
Planned Maintenance.
Servicing and Inspection.
Component Accounting.
Workflow.
The Asset Management solution should provide workflow facilities that support the definition, modelling, implementation and execution of key business processes and business rules.
Workflow coupled with service request functionality will maintain visibility of customers’ (internal staff) requirements, facilitate the link between Asset Management and back office staff and, where appropriate, result in more efficient and effective business process execution.
Workflow will enable staff to become more proactive in the activities that they are expected to undertake through the use of personal and correspondence notes and auto-alerts arising from diary and task entries.
Workflow is a core requirement. To work, the workflow requirement needs to be integrated fully with Berneslai Homes Housing Management System (Northgate) and, Electronic Document Management System (will be Microsoft SharePoint).
Full implementation, training and ongoing support for the solution is required.
The contract is up to 10 years, the initial term is 4 years with two potential extensions of 3 years each.

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: 36 (from the award of the contract)

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

Starting 1.3.2016. Completion 28.2.2026

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Dependent on the suppliers status, a performance bond or guarantee may be required.

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

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.

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

The specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Suppliers will need to comply with Barnsley Metropolitan Borough Council’s Standard Terms and Conditions of Contracts. Barnsley Metropolitan Borough Council is not bound to accept any or all of the suppliers response. Further conditions have been detailed in the specification of requirements.
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: All interested parties need to register an interest on the YorTender Portal and then provide a completed response no later than 9:00 on the 18.1.2016. Interested parties will be able to download the specification which needs to be completed in full and returned by the deadline.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: This is detailed in the specification of requirements.
Minimum level(s) of standards possibly required: This is detailed in the specification of requirements.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
This is detailed in the specification of requirements.
Minimum level(s) of standards possibly required:
This is detailed in the specification of requirements.
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:

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

Prior information notice

Notice number in the OJEU: 2015/S 174-316699 of 9.9.2015

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: 18.1.2016 – 09:00
Payable documents: no

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

18.1.2016 – 09:00
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: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 18.1.2016 – 9:00

Place:

Berneslai Homes Office in Barnsley.

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

23.11.2015

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