Tender for Electronic Asset Management System

Tender for Electronic Asset Management System

Bidders are to note that the solution is required to go live no later than the 31.3.2016.

United Kingdom-London: Database and operating software package

2015/S 199-361552

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Merton
Civic Centre, London Rd, Morden
Contact point(s): www.londontenders.org
SM4 5DX London
UNITED KINGDOM
Telephone: +44 7885963993
E-mail: neil.robb@merton.gov.uk

Internet address(es):

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

Address of the buyer profile: www.londontenders.org

Electronic access to information: www.londontenders.org

Electronic submission of tenders and requests to participate: www.londontenders.org

Further information can be obtained from: London Borough of Merton
Civic Centre, London Rd, Morden
Contact point(s): www.londontenders.org
SM4 5DX London
UNITED KINGDOM
Telephone: +44 7885963993
E-mail: neil.robb@merton.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Borough of Merton
Civic Centre, London Rd, Morden
Contact point(s): www.londontenders.org
SM4 5DX London
UNITED KINGDOM
Telephone: +44 7885963993
E-mail: neil.robb@merton.gov.uk

Tenders or requests to participate must be sent to: London Borough of Merton
Civic Centre, London Rd, Morden
Contact point(s): www.londontenders.org
SM4 5DX London
UNITED KINGDOM
Telephone: +44 7885963993
E-mail: neil.robb@merton.gov.uk

I.2)Type of the contracting authority

Regional or local authority

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:

Electronic Asset and Street Works 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 UKI22

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 London Borough of Merton is seeking an IT solution that will meet current and future anticipated operational needs for the maintenance and management of its public infrastructure assets and services and Street Works whilst contributing towards continuing efficiency and savings for the Authority.
Bidders are to note that the solution is required to go live no later than the 31.3.2016. This time-scale will be a condition of contract. However The Authority would look favourably on implementation plans that deliver an earlier go Live date e.g. 29.2.2016.

II.1.6)Common procurement vocabulary (CPV)

48600000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

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 contract will be for an initial term of 5 years with an option to extend for periods up to 2 years.
The Council currently uses a system to support the maintenance and management of assets and services relating to highways, lighting, structures, street works, property maintenance, grounds maintenance, trees, cleansing and waste. It also uses a system for maintenance and management of Arboriculture assets and services within schools, parks and open spaces. It is seeking to re-procure the technology to support both of these functions through this procurement exercise.
Work carried outwithin the Environment and Regeneration (E&R) department, which will be the prime user of the new solution, can be broken down into the following categories:
— Highways and Roads,
— Street Lighting,
— Street Works and Permits,
— Grounds and Green Spaces maintenance management,
— Elements of Tree Management,
— Street Cleansing,
— Waste Management, Refuse and Recycling Collections.
As well as asset management, it also provides the following functions:
— Street Works Register,
— General Customer Enquiries,
— Condition and Safety Inspections,
— Financial and Budgetary Control in relation to third party contractor management — (Excluding Arboriculture),
— Performance Measurement,
— Risk Assessment — (Excluding Arboriculture),
— Mobile Working in relation to field officers completing condition surveys against assets as well as receiving and responding to customer enquires out in the field.
— Valuation of Assets — Appreciation and Depreciation.
Estimated value excluding VAT:
Range: between 500 000 and 1 500 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Option to extend — subject to terms and conditions for periods up to 2 years.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

See ITT documentation.

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

See ITT documentation.

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

See ITT documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC [implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK] and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC [see also Regulation 23(2) in the PCR 2006] to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available. Minimum level(s) of standards possibly required: Further information provided in the ITT documentation.
Minimum level(s) of standards possibly required: See ITT documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See ITT documentation.
Minimum level(s) of standards possibly required:
See ITT documentation.
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

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 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:

0298
IV.3.2)Previous publication(s) concerning the same contract

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: 10.11.2015 – 11:30
Payable documents: no

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

10.11.2015 – 12:00
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

Date: 10.11.2015 – 12:00
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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
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:

9.10.2015

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