Tender to Supply Public Protection Software Solution

Tender to Supply Public Protection Software Solution

The contracting authority requires an integrated Public Protection Software Solution to manage various functions that will integrate with current corporate solutions.

United Kingdom-Hengoed: Software package and information systems

2017/S 177-362552

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Telephone: +44 1443863352
E-mail: knibba@caerphilly.gov.uk
Fax: +44 1443863167
NUTS code: UKL16
Internet address(es):Main address: www.caerphilly.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at: https://supplierlive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://supplierlive.proactisp2p.com/Account/Login

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Public Protection Software Solution.

Reference number: CCBC/PS1579/17/AK (RFX RQST11995)

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The contracting authority requires an integrated Public Protection Software Solution to manage various functions that will integrate with current corporate solutions and provide a mobile platform working across all modules which are to include but are not limited to Environmental Health, Trading Standards, Licensing, Private Sector Housing and Waste Management. It is the intention of the contracting authority to award a contract for a period of 5 years with the option to extend for further periods of up to 5 years. The details and scope of the project are set out and defined by the Procurement Documents.

II.1.5)Estimated total value

Value excluding VAT: 1 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKL
Main site or place of performance:

Caerphilly County Borough.

II.2.4)Description of the procurement:

Invitations are invited from suitably qualified individuals, collectives or organisations for the Provision of a Public Protection Software Solution for Caerphilly County Borough Council in accordance with the Invitation to Tender (ITT) documents including all information and documentation on the Proactis Plaza eTender portal (RFX RQST 11995).

The Council is looking for a solution that is able to Go Live on 1.4.2018 to coincide with the expiry of the Council’s current contract.

General Functions of the software solution are to include:

— Compliance with the Councils standard IT requirements for IT Data System purchases (as per the ITT documentation);

— Suitable provision for Environmental Health, Trading Standards, Licensing, Private Sector Housing and Waste Management;

— Ability to manage all types of incoming enquiries including the functionality to scan and attach various items of correspondence or multimedia;

— The solution must have integrated modules that utilise common functions such as road network, mapping system and mobile solution;

— Users Departments — Environmental Health, Trading Standards, Licensing, Private Sector Housing, Waste Management;

— National Land and Property Gazetteer (NLPG) Integration;

— Mobile solution with real-time updates to device required along with automatic update of back office systems. Off-line capabilities are essential;

— Support and maintenance to be provided, along with associated training.

Please note the Council includes any successors in the exercise of its statutory functions, including (but not limited to) any Shared Services Arrangements or Collaborative Agreements or any new body created by the merger or re-organisation of the aforementioned.

The Council is committed to delivering joint collaborative contracts and agreements for the procurement of goods and services. The following contracting authorities may purchase via this procurement:

Blaenau Gwent County Borough Council;

Monmouthshire County Council;

Newport City Council;

Powys County Council; and

Torfaen County Borough Council.

The contracting authority is subject to the Freedom of Information Act 2000 and the Environmental Information Regulations 2004. All information received will be dealt with in accordance with the Act and information to which the Environmental Information Regulations apply will be dealt with in accordance with those Regulations.

The contracting authority reserves the right not to proceed or not to award a contract for the whole or any part of proposed procurement. Neither the contracting authority nor any person on whose behalf of whom this procurement is undertaken is to be liable for any costs incurred by those expressing an interest or tendering for this contract.

Interested parties should refer to the procurement documents for further information.

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

Value excluding VAT: 1 200 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The Council requires the option to extend for further periods for up to 5 years.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Other areas including but not limited to Private Water Inspections, Contaminated Land, Housing and Planning may require additional modules to be added throughout the contract period including for any participating body. Pricing will include for additional costs for development, consultancy, licenses, support, maintenance and training to facilitate aspirational and further development throughout the contract period to allow the Council to fulfil its functions.

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

The Procurement is intended to be administered via the Open Procedure as contained within the Public Contracts Regulations 2015. The contract will be let under the Council’s terms and conditions as contained in the ITT Documentation.

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:

As per the Procurement Documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:

The Core and Essential requirements of the solution are required to Go Live (fully functional) on 1.4.2018. Details of the performance conditions are set out in the procurement documents. These may include conditions relating to social, environmental and/or employment-related considerations.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
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

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

Date: 16/10/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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


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

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 16/10/2017
Local time: 12:00

Offices of Caerphilly County Borough Council.

Information about authorised persons and opening procedure:

By duly Authorised Officers within the Council.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

During Quarter 3 and 4 of Year 2021 a decision will be made in regards to utilising the extension options of the contract term. If the extension years are not utilised then consideration will be given as to whether or not any new procurement process will be implemented.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

You must follow the instructions below in order to submit a tender:

1. Log into the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login;

2. Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11);

3. Enter your correct Organisation Name, Details and Primary Contact Details;

4. Make a note of the Organisation ID and User Name, click ‘Register’;

5. You will receive an email from the system asking you follow a link to activate your account;

6. Enter the information requested, click on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;

7. In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, only add CPV Codes specific to your organisation to your profile;

8. Buyer Selection-You need to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly to receive alerts to all relevant opportunities;

9. Read the terms and conditions of the use of the Supplier Portal and tick the box to denote you have read, understood and agree to abide by the terms. If you do not agree you cannot complete the registration process. Once agreed click on the blue arrow to move on to the next stage;

10. Insert a password for the admin user and repeat it. The password Must be between 6 and 50 characters in length and contain at least 2 number(s). Then select ‘Complete Registration’ and you will enter the Supplier Home page;

11. From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your interest on the applicable button;

12. Refresh your screen by clicking on the opportunities icon on the left hand side, to view the opportunity click the blue arrow;

13. Note the closing date for completion of the relevant project. To find all available documentation drop-down the ‘Request Documents’ option and click to download all documents;

14. You can now either complete your response or ‘Decline’ this opportunity.

All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via phone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance completing or submitting your tender, or general advice please contact Natasha Ford. 01443 863075; fordn@caerphilly.gov.uk or the procurement team on 01443 863161.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=70079

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

to include but not be limited to Supply Chain, Education, Community and Environmental Initiatives. Community Benefits for this arrangement are non-core and as such the Community Benefits Plan submitted in the tender process will not be scored as part of the contacting authority’s tender evaluation. However a response must be provided in order for the tender submission to be considered further. The contracting authority will monitor the Supplier’s delivery of Community Benefit outcomes at contract review meetings as appropriate.

(WA Ref:70079)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

Caerphilly County Borough Council
Penallta House, Tredomen Park, Ystrad Mynach
CF82 7PG
United Kingdom
Telephone: +44 1443863161
Fax: +44 1443863167Internet address:www.caerphilly.gov.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: