Tender to Supply Case Management System

Tender to Supply Case Management System

Tender for the Tameside Legal, Human Resources and Pension Fund Services case management system.

United Kingdom-Dukinfield: Software package and information systems

2015/S 163-298175

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Tameside Metropolitan Borough Council
Council Offices, Dukinfield Town Hall, King Street
For the attention of: Mrs Aileen Johnson
SK16 4LA Dukinfield
UNITED KINGDOM
Telephone: +44 1613422924
E-mail: aileen.johnson@tameside.gov.uk

Internet address(es):

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

Address of the buyer profile: http://www.tameside.gov.uk/

Electronic access to information: www.the-chest.org.uk

Electronic submission of tenders and requests to participate: www.the-chest.org.uk

Further information can be obtained from: Tameside Metropolitan Borough Council
Council Offices, Dukinfield Town Hall, King Street
For the attention of: Mrs Aileen Johnson
SK16 4LA Dukinfield
UNITED KINGDOM
Telephone: +44 1613422924
E-mail: aileen.johnson@tameside.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Tameside Metropolitan Borough Council
Council Offices, Dukinfield Town Hall, King Street
For the attention of: Mrs Aileen Johnson
SK16 4LA Dukinfield
UNITED KINGDOM
Telephone: +44 1613422924
E-mail: aileen.johnson@tameside.gov.uk

Tenders or requests to participate must be sent to: Tameside Metropolitan Borough Council
Council Offices, Dukinfield Town Hall, King Street
For the attention of: Mrs Aileen Johnson
SK16 4LA Dukinfield
UNITED KINGDOM
Telephone: +44 1613422924
E-mail: aileen.johnson@tameside.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:

Tender for the Tameside Legal, Human Resources and Pension Fund Services case management system.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase

NUTS code UK

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 Council’s legal and pensions service currently share a legal software management system which is now outdated and not fit for purpose. The HR service does not currently use a case management system new ways of working are being introduced, with a more focused approach to virtual offices and working in disparate locations. It is therefore vital that lawyers, Human Resource Officers and support staff have access to up-to-date IT systems so work can be effectively and efficiently carried out. The core of our business encompasses the full range of Local Authority legal functions including the administration and operation of the Greater Manchester Pension Fund, the full range of human resource functions and there is an expectation that the case management solution will provide a holistic and comprehensive solution for our business. The combined service will require initially around 35 concurrent users with the ability to grant controlled access to other internal professional officers, and the flexibility to increase users as required at no extra cost. To support this service and our goals we are seeking to find a supplier who will not only provide us with a software solution, but with whom we can develop a partnership over a number of years.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48613000

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 Council’s legal and pensions service currently share a legal software management system which is now outdated and not fit for purpose. The HR service does not currently use a case management system new ways of working are being introduced, with a more focused approach to virtual offices and working in disparate locations. It is therefore vital that lawyers, Human Resource Officers and support staff have access to up-to-date IT systems so work can be effectively and efficiently carried out. The core of our business encompasses the full range of Local Authority legal functions including the administration and operation of the Greater Manchester Pension Fund, the full range of human resource functions and there is an expectation that the case management solution will provide a holistic and comprehensive solution for our business. The combined service will require initially around 35 concurrent users with the ability to grant controlled access to other internal professional officers, and the flexibility to increase users as required at no extra cost. To support this service and our goals we are seeking to find a supplier who will not only provide us with a software solution, but with whom we can develop a partnership over a number of years.
Estimated value excluding VAT: 175 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract has an option to extend for a period up to a further 24 months.
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: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in days: 0 (from the award of the contract)

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:
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

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: As detailed in the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Invitation to Tender.
Minimum level(s) of standards possibly required: As detailed in the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Invitation to Tender.
Minimum level(s) of standards possibly required:
As detailed in the Invitation to Tender.
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:

0471
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

21.9.2015 – 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

in days: 120 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

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
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: As per the Public Contract Regulations 2015.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

20.8.2015

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