Supply Integrated Workplace Estates Management System

Supply Integrated Workplace Estates Management System

Coventry University is planning to procure an integrated workplace management system within the Estates department, to support the management of its estate, assets, maintenance operations, design and build projects and to allow an easy interface with our customers. 

United Kingdom-Coventry: Software package and information systems

2014/S 102-178891

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Coventry University
Priory Street
Contact point(s): Procurement Department
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 24276795124
Fax: +44 24276795120

Internet address(es):

General address of the contracting authority: http://www.coventry.ac.uk/

Address of the buyer profile: https://in-tendhost.co.uk/coventryuniversity/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:

Integrated Workplace Estates 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

NUTS code UKG33

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)

Coventry University is planning to procure an integrated workplace management system within the Estates department, to support the management of its estate, assets, maintenance operations, design and build projects and to allow an easy interface with our customers. This will also include the provision of a hosted, web based service, accessible to all staff, students and contractors.
It is anticipated that the software purchase and subsequent maintenance and licensing agreement will be operational for a period of 5 years.

II.1.6)Common procurement vocabulary (CPV)

4800000048420000

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:

Integrated workplace management system within the Estates department, to support the management of its estate, assets, maintenance operations, design and build projects and to allow an easy interface with our customers. This will also include the provision of a hosted, web based service, accessible to all staff, students and contractors.
2.1 Scope.
The University has identified a number of high level requirements, which are detailed below. The University accepts that Candidates may not be able to provide immediately all elements of these requirements, without further developments. The preference would be to select a Candidate who is initially capable of providing the majority of these elements.
2.1.1 Helpdesk Facility.
Ability to log requests directly through a web portal and through the helpdesk for those arriving by email or telephone.
To review previous calls raised for the same/ similar job/issue.
To retain customer record information, record complaints and follow up requests.
To see live job status, comments from the technicians, costs, and materials ordered.
To generate PPM and reactive work orders but distinguish between them.
2.1.2 Workload Planning.
To allocate work to internal workforce and contractors electronically.
To easily see new jobs for allocation and priority.
To view existing workloads of technicians, and the current job being worked on.
To see availability and location of workforce.
To support a mixed shift work pattern.
To identify overtime work.
2.1.3 Customer Interfaces.
To have a web front end to enable our customers (Staff, Students, Contractors and other stakeholders) to report maintenance issues, view status of relevant jobs, and obtain KPI information where appropriate.
For customers to be able to raise calls via a web portal.
To trigger emails/ communications to customer and area owner as necessary.
2.1.4 Document and Data Management.
Storage and viewing of AutoCAD plans.
Storage of O and M manuals, and other building related files, such as log books, etc.
Ability to access electronic files through the system and remotely on mobile devices.
Ability to store data relating to space, H and S info, Assets, Contract details, Maintenance info, work permits, and SLAs.
2.1.5 Service and PPM Contract Control.
KPI record management.
Contractor Portal, to support on site checks (RAMS, and Health and Safety checks).
Management of Contract dates.
Scheduler tool to enable planning on PPM visits, audits, meetings, etc.
Reporting tool.
Storage of Contractor files.
2.1.6 Electronic Delivery of work.
Provision of a mobile based application i.e. Windows Mobile, Android, Apple for use by internal workforce and contractors.
Live status updates of job.
Remote request of stores materials and support.
2.1.7 Reporting.
To design and run reports on a number of areas such as costs, resource usage, performance monitoring, at all levels throughout the system.
To have a locally administered report scheduler to run regular and automated reporting.
To show real-time dash board views, configurable by users/ permission groups.
2.1.8 Stores Management.
To be able to manage the stores stock, and issue stock to jobs as required.
To be able to make use of barcode scanning to manage stock control, issuing of stock and identification of stock.
2.1.9 Asset Management.
To deal with Condition Survey reports, and be able to update condition post projects / jobs.
To manage space and plant as assets, and to be able to update information in a simple way.
2.1.10 Project Management.
Ability to manage projects, linking associated work into the reactive and PPM areas.
Ability to update spatial and asset data.
To be able to include Warranty and condition updates post projects.
2.1.11 Integration and Environment.
Proven integration with a 3rd party finance system, ideally Agresso Business World by Unit 4.
Ability to integrate with 3rd party electrical design and certification software (ideally Amtech, or similar providers).
To be hosted via Universitys preferred 3rd party supplier (Bull TCL).
Web based access (mobile and PC based platforms).
2.2 Software Provision Contract Details.
It is anticipated that the software purchase and subsequent maintenance and licensing agreement will be operational for a period of 5 years.
Estimated value excluding VAT:
Range: between 300 000 and 400 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

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

Duration in months: 60 (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:

No deposits are required but parent guarantees may be required at a later stage of the tender process.

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

As per pre-qualification questionnaire.

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

If the contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English law either nominate a lead service provider with whom the contracting authority can contract and to whom all communication will be addressed or to form themselves into a single entity before the contract is awarded.

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 per pre-qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per pre-qualification questionnaire.
Minimum level(s) of standards possibly required: As per pre-qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
As per pre-qualification questionnaire
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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As per pre-qualification questionnaire.
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:

PD-174-TW

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: 25.6.2014 – 23:59
Payable documents: no

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

30.6.2014 – 12:00

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

30.7.2014

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

Date: 8.9.2014 – 12:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

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

Coventry University Procurement Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 24276795124

Body responsible for mediation procedures

Coventry University Legal Department
Priory Street
CV1 5FB Coventry
UNITED STATES
Telephone: +44 2476887688

VI.4.2)Lodging of appeals

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

Coventry University
Priory Street
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 247795124

VI.5)Date of dispatch of this notice:

23.5.2014

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