Technology Expense Management Service for UK Public Sector

Technology Expense Management Service for UK Public Sector

The Contracting Authority wishes to establish a Framework Agreement with two Suppliers for the provision of Technology Expense Management Services for the benefit of UK public sector bodies.

United Kingdom-Norwich: IT services: consulting, software development, Internet and support

2017/S 235-488135

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Minister for the Cabinet Office acting through Crown Commercial Service
Rosebery Court St Andrews Business Park
Norwich
NR7 0HS
United Kingdom
Contact person: Asset Management – TEM Project TEM
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
NUTS code: UKInternet address(es):Main address: www.gov.uk/ccs

Address of the buyer profile: https://gpsesourcing.cabinetoffice.gov.uk

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: http://ccs-agreements.cabinetoffice.gov.uk/procurement-pipeline
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://gpsesourcing.cabinetoffice.gov.uk

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Technology Expense Management Service (TEM).

Reference number: RM3802 (TEM)

II.1.2)Main CPV code

72000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Contracting Authority wishes to establish a Framework Agreement with two Suppliers for the provision of Technology Expense Management Services for the benefit of UK public sector bodies, which include Central Government Departments and their Arm’s Length Bodies and Agencies, Non Departmental Public Bodies, NHS bodies, Local Authorities, Health, Police, Fire and Rescue, Education, Charities and Devolved Administrations.

A description of the Services required for each Lot can be found in section II.2.

The Services covered by this Procurement will be divided into 2 Lots; one for Central Government (Lot 1) and one for Wider Public Sector (Lot 2). This split will allow the Authority to provide a closer focus on the two customer markets and allow greater on-boarding capacity for each customer market sector. There will be one Supplier for each Lot, however in exceptional circumstances, there may be a request from the Contracting Authority, to take on additional work from the other Lot.

II.1.5)Estimated total value

Value excluding VAT: 8 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 1
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

The Contracting Authority reserves the right to award Lot 1 or Lot 2 independently of each other if, for whatever reason, the other is not awarded.

Lot 1 will be awarded first. Where a Potential Provider is successful (in terms of achieving the highest score in both Lots), the Potential Provider will be awarded only Lot 1.

II.2)Description

II.2.1)Title:

Technology Expense Management Service for Central Government

Lot No: Lot 1

II.2.2)Additional CPV code(s)

72000000
79212000

II.2.3)Place of performance

NUTS code: UK
Main site or place of performance:

Primarily in the UK with some limited overseas requirements

II.2.4)Description of the procurement:

This Lot will be for the provision of TEM Services primarily to Central Government Departments and their Arm’s Length Bodies and Agencies and Non Departmental Public Bodies.

In exceptional circumstances, should the demand for Lot 1 Services outstrip the capacity of the Lot 1 Supplier, the Authority may request the Supplier of Lot 2 to take on additional work for Lot 1. The solution will be required to support the management of a variety of technology and telecoms services.

Primary Service 1 – Technology Expense Management (TEM).

— Database,

— Load of TEM data,

— Reporting,

— Inventory,

— Tariff optimisation,

— Benchmarking.

The following Services 2, 3 and 4 will only be made available to Customers who are actively receiving Primary Service 1.

Service 2 – Contact Services.

Service 3 – Personal Use Management.

Please see II.2.14 below for more detail.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:

Following evaluation of the Selection Questionnaire all Potential Providers that are successful will be able to submit an Initial Tender which the Authority will review and provide feedback, in preparation for their Tender 1 submissions. Only Potential Providers that are non compliant will be excluded at this stage.

Following the evaluation of the Tender 1 submissions it is our intention to invite the highest scoring 4 (four) Potential Providers (possibly more if their scores are equal) to attend Demonstration and Negotiation meetings. For further details please refer to the Invitation to Tender document.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Continued from II.2.4 above.

Service 4 – Tactical Provisioning/Ordering.

NOTE: The following Services will be available to Customers on a standalone basis.

Service 5 – Historical Billing Audit.

Service 6 – Physical Audit.

Service 7 – Snapshot.

Following the initial Framework duration of 36 months there is an option to extend for up to an additional 12 months.

II.2)Description

II.2.1)Title:

Technology Expense Management Service for Public Sector Wider

Lot No: Lot 2

II.2.2)Additional CPV code(s)

79212000
72000000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This service is primarily for the provision of services to the public sector, NHS Bodies, Local Authorities, Health, Police, Fire and Rescue, Education and Devolved Administration.

In exceptional circumstances, the request for a lot of services may be required for the supply side of the supply chain of technology and telecoms services.

Primary Service 1 – Technology Expense Management (TEM).

– Database,

– Load of TEM data,

– Reporting,

– Inventory,

– Tariff optimization,

– Benchmarking.

The following Services 2, 3 and 4 will be made available to Customers who are actively receiving Primary Service 1.

Service 2 – Contact Services.

Service 3 – Personal Use Management.

Please see II.2.14 below for more detail.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:

Following evaluation of the Selection Questionnaire all Potential Providers that are successful will be able to submit an Initial Tender which the Authority will review and provide feedback, in preparation for their Tender 1 submissions. Only Potential Providers that are non compliant will be excluded at this stage.

Following the evaluation of the Tender 1 submissions it is our intention to invite the highest scoring 4 (four) Potential Providers (possibly more if their scores are equal) to attend Demonstration and Negotiation meetings. For further details please refer to the Invitation to Tender document.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Continued from II.2.4 above.

Service 4 – Tactical Provisioning/Ordering.

NOTE: The following Services will be available to Customers on a standalone basis.

Service 5 – Historical Billing Audit.

Service 6 – Physical Audit.

Service 7 – Snapshot.

Following the initial Framework duration of 36 months there is an option to extend for up to an additional 12 months.

This Lot also caters for Charities.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Potential Providers will be assessed in accordance with Section 5 of Chapter 2 of the Public Contract Regulations 2015, as amended (implementing Title II, Chapter III, Section 3, Subsection i of Directive 2014/24/EU), on the basis of information provided in response to an Invitation to Tender (ITT). This procurement will be managed electronically via the Authority’s e-Sourcing Suite.

To participate in this Procurement, Potential Providers must first be registered on the e-Sourcing Suite. If you have not yet registered on the eSourcing Suite, this can be done online at https:// gpsesourcing.cabinetoffice.gov.uk by following the link Register for CCS eSourcing.

Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Full instructions for registration and use of the system can be found at http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender. Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing expressionofinterest@crowncommercial.gov.uk. Your email must clearly state: the name and reference for the procurement you wish to register for; the name of the Potential Provider; and the name and contact details for the registered individual sending the email. The Authority will process the email and then enable the Potential Provider to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e- Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information. For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service Helpdesk email: eenablement@crowncommercial.gov.uk Responses must be published by the date in IV.3.4.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Potential Providers will be assessed on the basis of information provided in response to an ITT. The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.1.1. The Authority may take into account any of the following information: a copy of your audited accounts for the most recent two years and/or 1 or more of the following in respect of your organisation – a statement of your turnover profit and loss account and cash flow for the most recent year of trading; – a statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position; and/or – an alternative means of demonstrating financial status.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Potential Providers will be assessed in accordance with Section 5 of the Regulations implementing the Directive, on the basis of information provided in response to an ITT.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 2

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5)Information about negotiation
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2017/S 034-062352

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 23/01/2018
Local time: 14:59

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 09/02/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 5 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The value provided in Section II.1.4 is an estimate. We cannot guarantee to Suppliers any business through this Framework Agreement. The Authority reserves the right (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the tendering competition. In no circumstances will the Authority be liable for any costs incurred by the candidates. The Authority reserves the right (following the evaluation of Tender 1), and after the conclusion of the demonstration/negotiation meetings, to ask for the Final Tender. As part of this Contract Notice the following can be accessed at https://www.contractsfinder.service.gov.uk/Notice/3cb9bdc1-d210-4df7-9b53-e39cf1787346. Potential Providers should be aware that the authority will not award Lot 1 and Lot 2 to Suppliers that are using the same software provider.

VI.4)Procedures for review

VI.4.1)Review body

Crown Commercial
Rosebery Court St Andrews Business Park
Norwich
NR7 0HS
United Kingdom

VI.4.2)Body responsible for mediation procedures

Crown Commercial
Rosebery Court St Andrews Business Park
Norwich
NR7 0HS
United Kingdom
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

Crown Commercial Service
Norwich
United Kingdom

VI.5)Date of dispatch of this notice:

05/12/2017

 

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