IT System Tender

IT System Tender

Contract for the provision of a Northern Ireland Food Animal Information System (NIFAIS) and associated services.

United Kingdom-Belfast: Computer-related services

2014/S 126-225034

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Agriculture and Rural Development Northern Ireland
Dundonald House
For the attention of: Morris McCracken
BT4 3SB Belfast
UNITED KINGDOM
Telephone: +44 2890816475
E-mail: morris.mccracken@dfpni.gov.uk

Further information can be obtained from: See Section VI.3) Additional information section of this notice
Contact point(s): See Section VI.3) Additional information section of this notice
UNITED KINGDOM
Telephone: +44 8003684850
E-mail: help@bravosolution.co.uk
Internet address: https://e-sourcingni.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: See Section VI.3) Additional information section of this notice

Tenders or requests to participate must be sent to: See Section VI.3) Additional information section of this notice

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

General public services

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:

Contract for the provision of a Northern Ireland Food Animal Information System (NIFAIS) and associated services.

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: Northern Ireland.

NUTS code UKN

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 Department of Agriculture and Rural Development (DARD), a department of the Northern Ireland Executive, has a requirement for a new animal health, public health and animal welfare management system which will also be the primary repository in Northern Ireland for information on food animals and their keepers (the “New System” to be known as the Northern Ireland Food Animal Information System (NIFAIS)), and for associated services, including but not limited to software development, support and maintenance. In NIFAIS, DARD requires a comprehensive and flexible IT system that will hold details of all food and farm animal identifications, registrations and movements plus their locations, test histories and animal welfare statuses. It will hold registration numbers of a wide range of other businesses involved in handling and processing the products of livestock farming. It will provide secure, controlled access through a range of interfaces to a diverse set of internal and external users to control animal diseases, validate subsidy and other scheme information and to generate management reports. It is envisaged that the system will be used by DARD personnel, farmers, markets, abattoirs, private veterinary practitioners, breed societies, ear tag suppliers, rendering premises and others in the agri-food sector to register births and deaths of animals, record movements, reject/accept animals for sale or slaughter, hold test/inspection reports, and extract information for marketing purposes. The successful supplier will be required to supply a model technical architecture and specifications for all hardware needed to deploy their solution, appropriately sized to perform within the target environment. The solution will be hosted on the Northern Ireland Civil Service infrastructure (IT Assist) and must be compatible with it and the DARD infrastructure.
The Authority may also wish to include within the contract the provision of hardware but not desktop computers.
Further information is available in the Project Information (PIM) Memorandum and Pre-Qualification Questionnaire PQQ. Instructions on how to access these documents and express an interest are detailed at Section V1.3 of this notice.

II.1.6)Common procurement vocabulary (CPV)

7250000072232000722122117224000072253200722300007221222072212610

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 development of the new system will include analysis, design, software development, systems integration, testing, support, monitoring, maintenance and upgrades including functionality.
This will include migration of data from the existing systems and managing the transition to the new system.
The system must be capable of interfacing with DARD systems and other government and industry systems through a range of interface types to provide secure, controlled access to a diverse set of hundreds of internal and thousands of external internet based users (which may increase during the term of the contract).
The proposed contract is for a period of up to 15 years (including optional extensions). It is anticipated that legislative, operational and technology changes will occur during the term of the contract which will give rise to ongoing development work. DARD’s system requirements are likely to be procured on a phased basis under the NIFAIS Contract, in which case DARD may reserve the right to terminate the contract at the end of any particular phase or opt for a further phase or phases to be provided. Details of the phasing will be provided during the course of the procurement process.
DARD reserve the right to purchase the necessary hardware and software to facilitate these changes within the contract or to purchase from third parties.
Estimated value excluding VAT:
Range: between 56 000 000 and 65 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the NIFAIS contract will be for a term of up to 15 years with an initial period and up to two extensions within this timeframe. DARD may also reserve the right to terminate the contract upon the conclusion of specific phases in the roll-out of the system or opt for a further phase or phases to be provided. Other options may be set out in the tender documents (for example, in relation to the purchase of hardware, intellectual property rights, software licensing and software exploitation). Further details will be made available during the course of the procurement process.
II.2.3)Information about renewals

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

Duration in months: 180 (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:

The contracting authority reserves the right to require bonds, deposits, guarantees or other appropriate forms of undertaking or security to secure proper performance of the contract.

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

The financing and payment arrangements will be determined at the dialogue stage. Further information will be provided in the Invitation to Participate in Dialogue.

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

The Contracting Authority reserves the right to require groupings of contractors to take a particular legal form upon contract award or to require that one party has primary liability or to require each party to be jointly and severally liable.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Appointment to the NIFAIS Contract will be subject to the preferred supplier demonstrating that the minimum requirements specified in the pre-qualification questionnaire continue to be met and there being no material adverse change to the standing of the supplier. Appointment will also be subject to all other necessary due diligence being carried out by the contracting authority. Contract performance will be subject to the conditions specified in the contract, which may include social and environmental clauses in order to promote equality of opportunity and sustainable development. Further details are set out in the Project information Memorandum.
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: Candidates will be assessed in accordance with Articles 45 and 46 of Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006 and as set out in the pre-qualification documents (see section 5.2 of Project Information Memorandum).

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed in accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the pre-qualification documents (see section 5.3 of Project Information Memorandum).
Minimum level(s) of standards possibly required: There are minimum requirements in relation to turnover, insurance and the overall assessment of economic and financial standing, all of which are described in further detail in the Project Information Memorandum.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be assessed in accordance with Articles 48 and 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the pre-qualification documents (see section 5.4 of Project Information Memorandum).
Minimum level(s) of standards possibly required:
Responses in relation to technical capacity will be given a weighted score out of 500. There is a minimum requirement to obtain a weighted score of 200 or more in relation to technical or professional ability, as further specified in the Project Information Memorandum. There is also a minimum requirement to demonstrate that Candidates have sufficient measures in place to ensure quality, as described in further detail in the Project Information Memorandum.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

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

Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: The contracting authority will select the highest marked candidates (who meet the minimum requirements) according to the technical selection criteria identified in the pre-qualification documents.

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 yes
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:

P 9043

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: 8.8.2014 – 15:00
Payable documents: no

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

8.8.2014 – 15:00
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
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

Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once): Suppliers Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (this is only required once):https://e-sourcingni.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Further to section I.1 above, please note that the contracting authority is the Department of Agriculture and Rural Development (a department of the Northern Ireland Executive) or any lawful successor of the department. Please note the contracting authority held a pre-procurement market engagement event in June 2012 following an Invitation issued on the e-Sourcing NI portal. This exercise was further updated in June 2013 and more recently in June this year. The relevant materials from this exercise are available from the e-tendering portal referred to in Section I.1.
Further to section II.2.1 above, this is an estimated range only. The contracting authority reserves the right to award a contract for a higher or lower amount.
Further to section II.2.2 above, DARD will determine precisely what options it requires later in the procurement process.
Further to section II.3, DARD may reserve the right to terminate the NIFAIS contract prior to the expiry of the 180 month term for reasons which will be set out in the contract and discussed later in the procurement process. In relation to section IV.1.3 above, the contracting authority reserves the right to reduce the number of tenderers or solutions to be discussed during the dialogue phase. Further details will be set out in the Invitation to Participate in Dialogue which will be made available to the candidates which qualify for the dialogue phase. Further to section IV.3.4 above the deadline for receipt of PQQ Responses is 15:00 hours on the 8th August 2014.
Following the award of the NIFAIS contract, the contracting authority reserves the right to resort to the negotiated procedure without prior publication of a contract notice pursuant to Regulation 14(1)(d)(ii) (or any future replacement provision) where there is to be a repetition of the services provided under the NIFAIS contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court, Royal Courts of Justice
Chichester Street
BT1 3JF Belfast

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 on the award of the contract is communicated to tenderers. That notification will contain the information specified in Regulation 32 of the Public Contracts Regulations 2006 (as amended). In accordance with Regulation 47D legal proceedings must generally be started within 30 days beginning with the date when the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen, although a Court can extend the period for bringing proceedings to up to 3 months (after the date when the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen) where the Court considers that there is a good reason for doing so. A longer limitation period of 6 months can apply to any claim for a declaration of ineffectiveness (although this can in certain circumstances, specified in the Public Contracts Regulations 2006, be reduced to 30 days). 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. The Public Contracts Regulations 2006 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

1.7.2014

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