Tender for Facilities Management Software

Tender for Facilities Management Software

Integrated workplace management system. Northern Ireland Assembly Commission. UK-Belfast: facilities management software package and software package suite

2012/S 98-163605

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Northern Ireland Assembly Commission
Procurement Office, Parliament Buildings, Ballymiscaw, Stormont
For the attention of: Eamonn Lynch
BT4 3XX Belfast
UNITED KINGDOM
Telephone: +44 2890521812
E-mail: procurement@niassembly.gov.uk

Internet address(es):

General address of the contracting authority: www.niassembly.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
I.3)Main activity
Other: Devolved UK Legislature
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 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: Northern Ireland Assembly Commission premises at Parliament buildings, Ballymiscaw, Stormont, Belfast.
NUTS code
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 objectives of this project is to appoint a service provider to provide an integrated workplace management system that incorporates the following modules:
— A helpdesk system,
— Planned preventative maintenance (PPM),
— Reactive maintenance,
— Tracking of work orders,
— Resource management including room booking, events management, health and safety risk management and space management.
II.1.6)Common procurement vocabulary (CPV)

48420000, 48421000, 48422000

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:
Estimated value excluding VAT: 120 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Initial 3 year contract with the option to extend for a further 7 x1 year periods.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other 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 described in the PQQ documentation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As described in the PQQ documentation.
Minimum level(s) of standards possibly required: As described in the PQQ documentation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As described in the PQQ documentation.
Minimum level(s) of standards possibly required:
As described in the PQQ 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

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 number of operators: 5
Objective criteria for choosing the limited number of candidates: As described in the PQQ documentation.
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:
NIA-CON-064-2011
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2010/S 163-250800 of 24.8.2010

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: 21.6.2012 – 15:00
IV.3.4)Time limit for receipt of tenders or requests to participate
21.6.2012 – 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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
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): 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 e-mail 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.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The NI Assembly Commission will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide information on the award decision in line with its obligations under Regulation 32 (to be checked) of the Public Contracts Regulations 2006, as amended. 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 (SI 2006 No 5), as amended, provide for candidates and tenderers who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.5.2012

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