Website Design and Hosting Tender

Website Design and Hosting Tender

This Tender is for the Provision of the Design, Hosting and Support of a Web Site for The Kent Police and Crime Commissioner and The Police and Crime Commissioner for Essex.

United Kingdom-Maidstone: Software package and information systems

2015/S 184-334357

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The Kent Police and Crime Commissioner
Kent Police Headquarters, Sutton Road
For the attention of: Candace Bloomfield
ME15 9BZ Maidstone
Telephone: +44 1474366650
Fax: +44 1622690690

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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 Kent Police and Crime Commissioner
c/o Procurement Services
For the attention of: Candace Bloomfield
DA11 8BD Northfleet
Internet address:

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Public order and safety

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

The Police and Crime Commissioner for Essex
Hoffmans Way
CM1 1GU Chelsmford

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting authority:

The design, hosting and support of a website for The Kent Police and Crime Commissioner and The Police and Crime Commissioner for Essex.

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

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Within the County of Kent and the County of Essex.

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)

This Tender is for the Provision of the Design, Hosting and Support of a Web Site for The Kent Police and Crime Commissioner and The Police and Crime Commissioner for Essex.
Essex and Kent are collaborative forces that share back office support services, both forces are in the process of developing a new web-site using one IT platform. Although each individual force website will have its own structure, design, look and feel both must be developed simultaneously, run on the same operating system and generate economies of scale where possible.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 48200000, 48900000

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

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

The Contract shall last for a period of 3 years, with an option to extend up to a further 3 years, renewabley annually at the discretion of The Commissioner and subject to funding.
Estimated value excluding VAT:
Range: between 200 000 and 700 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Supplier must submit 1 compliant bid however can offer up to 2 alternative options.
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 72 (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:

A performance bond and/or a parent guarantee may be required.

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

As detailed in the Tender document, payment will be in pounds sterling and will be made by means of electronic transfer.

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

Joint and several liability.

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: Suppliers Instructions How to Express Interest in this Tender:

1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: 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 email 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 and 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.
The 72 months includes the extension period.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Interested parties are required to complete the tender document published on the BravoSolution website. This includes submission of financial information (including holding company if applicable), name and address of bankers (if requested) insurance details and other information as set out in the tender documents. A credit reference agency check will also be undertaken.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Interested parties are required to complete the ITT published on the BravoSolutions website. Within the ITT, interested parties may be asked to evidence the following, but not be limited to:
1) Company Organisation details,
2) Details of quality procedures and accreditation,
3) Project Specifics.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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
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:


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

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

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

12.10.2015 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the 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
VI.2)Information about European Union funds

VI.3)Additional information

The Police and Crime Commissioner for Kent intends to use an eTendering system in this procurement exercise. The tender and supporting documents must be priced in pounds sterling and all payments made under the terms of contract. The Contract shall be made in England and according to English Law. The contract is subject to the exclusive jurisdiction of the English Courts. Interested Parties wishing to be considered for appointment as a provider of these supplies should submit an ITT in compliance with the instructions and within the prescribed deadline. All discussions, correspondence and all meetings will be conducted in English. The contracting authority reserves the right not to make any award and reserves the right to accept all or part of any tender. The Freedom of information Act (FOIA) applies to the contracting authority. If any supplier considers that any information supplier by them is either commercially sensitive or confidential in nature this should be highlighted and the reasons for its sensitivity specified. In such cases the relevant material will, in response to FOI requests be examined in light of exemptions provided for in the Act.
The Justification for state of urgency is as follows:
Pursuant to Regulation 27(5) of the Public Contracts Regulations 2015, the contracting authority has fixed a time limit of 20 days from the date on which the contract notice has been sent for receipt of tenders, due to unforeseen circumstances outside of the control of the contracting authority, which has resulted in a state of urgency. The contracting authority’s website that is the subject of this procurement procedure is used by the contracting authority to communicate to all motorists in relation to whether Operation Stack is in operation on any given day, providing important advice to motorists as to what to do when Operation Stack is in place. Operation Stack is an emergency measure implemented by Kent Police where the M20 and/or Manston Airfield are used as a lorry park when Channel crossings between the UK and France are disrupted. Cars and vehicles which are travelling locally are routed onto smaller roads whilst Operation Stack is in operation which often leads to changes in routes and increased journey times for motorists. This increases traffic on these smaller roads which causes widespread traffic problems. Due to the recent migrant activity at the Calais crossing in France, Operation Stack has been in operation for a prolonged period of time. The M20 has been closed for Operation Stack on 7 separate occasions totally an aggregate closure of 27 days. The contracting Authority anticipates further necessity to implement Operation Stack.
During this time, the contracting authority has received a major surge of visitors to its website from motorists intending to travel on the M20 and other interested parties. This has caused a major strain to the contracting authority’s website which is not built to withstand such a prolonged and intense period of use, and the contracting authority’s website is therefore vulnerable to a decrease in functionality or a complete failure in functionality. Therefore, these recent unforeseen events and the need for a functioning website required to maintain public safety and order, renders the time limits laid down in Regulation 27(2) to be impracticable and consequently the contracting authority has fixed a reduced time limit for receipt of tenders due to this state of urgency, pursuant to Regulation 27(5) of the Public Contracts Regulations 2015.
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The Royal Courts of Justice
WC2A 2LL London

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Police and Crime Commissioner for Kent will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties 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). Any such action must be brought promptly (generally within 1 month).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:


Enjoyed this post? Share it!