Budget Planning Software for Schools

Budget Planning Software for Schools

Warwickshire County Council require a provider to supply, implement and develop Budget Planning Software for Schools which provides multi-year budget planning, incorporating pupil data changes, formula modifications and staff related costs.

UK-Warwick: Software package and information systems

2013/S 042-067125

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Warwickshire County Council
Strategic Procurement Unit, PO Box 3, Shire Hall, Market Place, Warwickshire
For the attention of: Paul White, Strategic Procurement Manager
CV34 4RH Warwick
UNITED KINGDOM
Telephone: +44 1926736146
E-mail: procurement@warwickshire.gov.uk

Internet address(es):

General address of the contracting authority: www.warwickshire.gov.uk

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

Electronic access to information: https://in-tendhost.co.uk/warwickshirecc/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/warwickshirecc/aspx/Home

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

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:

Budget Planning Software for Schools.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Warwickshire, England.
NUTS code UKG13

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)

Warwickshire County Council require a provider to supply, implement and develop Budget Planning Software for Schools which provides multi-year budget planning, incorporating pupil data changes, formula modifications and staff related costs. It must also provide budget scenarios, forecasting information and a comprehensive range of reports for schools that buy into the use of a budget planning tool through the Schools Finance Service Level Agreement.
The Council requires a hosted service using a single web based portal with secure access for all maintained schools and additional establishments such as new Academies.
Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.The web address is https://in-tendhost.co.uk/warwickshirecc. Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please either email us at procurement@warwickshire.gov.uk or call +44 1926736144.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48400000, 48440000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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:

The contract will be for an initial period of 3 years with the expectation that the contract will be extended by further periods up to a maximum of 7 years.
Estimated value excluding VAT: 350 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The initial contract term will be 3 years however the Council reserves the right to extend the contract by further periods not exceeding 48 months at the discretion of Warwickshire County Council and subject to satisfactory performance by the successful tenderer.
Provisional timetable for recourse to these options:
in months: 30 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (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:

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

Payments will be made to the appointed contractor(s) in Sterling (GBP).
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As detailed in the Invitation to Tender
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Council needs the system to be implemented during summer 2013 and it must be fully live and operating by 1.9.2013 therefore the Council requires an ‘off the shelf’ solution (that can be adapted and developed to meet the needs of WCC) and which already has a track record of successful performance.
The Council will not consider solutions that are either in development or being considered for development.
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: Evidence required as stated in the Tender documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Warwickshire County Council will make its financial assessment of your organisation by taking a reference from Phoenix Commercial Data. The Organisation agrees that if it receives a Phoenix reference which indicates there is doubt about their ability to fulfil delivery of the contract or no Phoenix reference is available, the Organisation will submit any information requested by the Council in order that financial capacity can be assessed. Failure to provide any requested information by the specified deadline will mean your organisation has failed the financial assessment and your application will not be considered any further.
The Phoenix Commercial Data reference provides an evaluation of the financial viability of an organisation including an assessment of the level of business (annual contract) that it would be appropriate for the Council to award to an organisation. In order to “meet” the requirements of the Council an organisation would need a Phoenix reference that suggests an annual contract value of GBP 50,000 is deliverable.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence required as stated in the Tender documentation
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

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
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:

4261
IV.3.2)Previous publication(s) concerning the same contract

no
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: 5.4.2013 – 13:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

5.4.2013 – 13:00
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

Date: 5.4.2013 – 14:30
Place:

Warwickshire County Council, Shire Hall Market Place Warwick CV34 4RH.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Officers of Warwickshire County Council and/or their appointed agents.

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

Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.The web address is https://in-tendhost.co.uk/warwickshirecc. Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please either email us at procurement@warwickshire.gov.uk or call +44 1926736144.

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:25.2.2013